Executive Administrative Assistant

Outdoor Network•Oakland Park, FL

20d•Onsite

About The Position

Outdoor Network is seeking an experienced Executive Administrative Assistant to provide high-level administrative and business support to our Executive Leadership team. This is a broader role than a traditional Executive Assistant. In addition to managing executive schedules, meetings, travel, and correspondence, this position will help coordinate important business administrative functions including leases, property and facility documentation, contracts, vendor relationships, records, renewals, and special projects across the organization. The ideal candidate is highly organized, resourceful, professional, and comfortable taking ownership of administrative matters from start to finish. You should be someone who can receive a request, determine what needs to happen, coordinate with the appropriate people, track deadlines, maintain the documentation, and make sure the matter gets completed. This position will work closely with executives and other departments across a growing, multi-location organization and will regularly handle confidential and sensitive business information.

Requirements

Minimum 5 years of executive administrative and business administration experience
Previous experience supporting C-suite or Executive Leadership
Experience directly supporting executives or senior leadership
Strong experience managing multiple administrative responsibilities simultaneously
Excellent organizational skills and attention to detail
Strong written and verbal communication skills
Ability to manage calendars, meetings, travel, documents, and business deadlines
Experience maintaining contracts, leases, vendor records, business documents, or similar administrative records strongly preferred
Ability to independently track projects and follow up until completion
Strong judgment and ability to determine when matters require executive attention
High level of discretion when handling confidential information
Ability to communicate professionally with executives, employees, vendors, landlords, and outside business partners
Strong problem-solving and research skills
Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint
Ability to learn new systems and technology quickly
High school diploma or equivalent required
Ability to work full-time on-site in Oakland Park, Florida

Nice To Haves

Bachelor’s degree in Business Administration or a related field preferred
Business administration or office management experience
Experience administering or tracking commercial leases
Experience with contracts, renewals, vendor agreements, or property documentation
Experience supporting multiple business locations or legal entities
Experience coordinating executive travel and complex calendars
Experience with invoice processing, expense reporting, purchasing, or basic bookkeeping
Experience maintaining business records and deadline/renewal tracking
Experience supporting special projects involving multiple departments or outside parties

Responsibilities

Provide high-level administrative support to members of the Executive Leadership team
Manage calendars, appointments, meetings, deadlines, and scheduling priorities
Coordinate internal and external meetings involving executives, department leaders, vendors, and business partners
Prepare agendas, reports, presentations, correspondence, and supporting materials
Attend meetings as needed, take notes, document action items, and coordinate follow-up
Help executives track priorities, commitments, deadlines, and outstanding items
Handle confidential business and employee information with discretion
Anticipate administrative needs and proactively help keep priorities moving
Provide administrative support for ongoing business operations and executive initiatives
Maintain organized records for agreements, contracts, leases, vendors, properties, and other important business matters
Track important dates, renewals, expirations, notices, and administrative deadlines
Coordinate documentation and follow-up between executives, internal departments, vendors, landlords, property managers, and other outside parties
Assist with gathering information, preparing documents, obtaining approvals, and maintaining completed records
Maintain trackers, spreadsheets, reports, and other tools used to manage administrative projects
Research information and compile supporting materials for leadership as requested
Help coordinate administrative requirements across multiple company locations
Take ownership of assigned administrative projects and follow them through completion
Assist with the administration and organization of company leases and property-related documentation
Maintain lease files and supporting records for company locations
Track lease terms, renewal dates, expiration dates, notice periods, amendments, and other important milestones
Coordinate requested documentation with landlords, property managers, executives, and internal departments
Assist with lease renewals, amendments, certificates, notices, and other administrative requirements
Maintain organized records related to company facilities and properties
Help coordinate administrative matters involving new, existing, or changing company locations
Follow up on property or facility-related requests and ensure appropriate internal parties remain informed
Maintain organized files for contracts, service agreements, vendor documentation, and other business records
Track contract dates, renewals, expirations, and required follow-up
Coordinate signatures, approvals, and supporting documentation
Communicate with vendors and service providers regarding administrative matters
Assist with vendor setup, documentation, invoices, and recordkeeping as assigned
Maintain accurate electronic and physical business records
Help ensure important documents are easily accessible and properly organized
Coordinate executive travel, including flights, hotels, transportation, and detailed itineraries
Manage travel changes and scheduling adjustments
Coordinate meetings across executives, departments, locations, and outside organizations
Reserve meeting spaces and coordinate necessary materials or logistics
Assist with company meetings, leadership events, and other executive functions
Draft professional emails, letters, memos, reports, and other business correspondence
Review incoming communications and identify matters requiring executive attention
Route information to the appropriate executive, department, or business leader
Communicate professionally with employees, vendors, landlords, business partners, customers, and other external contacts
Serve as a professional point of contact on behalf of Executive Leadership when appropriate
Maintain appropriate confidentiality when handling sensitive communications
Assist with invoices, expense reports, purchasing documentation, and other basic financial administration
Organize supporting documentation for expenses and business transactions
Coordinate with Accounting and other departments when administrative documentation or approvals are required
Maintain spreadsheets and reports used to track expenses, projects, vendors, leases, or other business activities
Assist with basic bookkeeping and reconciliation-related administrative tasks as assigned
Support Executive Leadership with special projects and company initiatives
Coordinate information and follow-up across multiple departments
Research vendors, services, properties, or other business needs as requested
Help organize projects involving multiple deadlines and stakeholders
Maintain project trackers and provide status updates
Identify outstanding items and proactively follow up with the appropriate parties
Take on additional business administration responsibilities as organizational needs develop