Executive Assistant & Business Administrator

Outdoor Network•Oakland Park, FL

2d•Onsite

About The Position

Outdoor Network is seeking an experienced, highly organized, and resourceful Executive Assistant & Business Administrator to provide high-level executive support and business administrative coordination for its Executive Leadership team. This is a full-time, on-site position in Oakland Park, Florida, supporting a growing, multi-location organization operating across marine, powersports, e-commerce, and manufacturing industries. The role combines traditional executive assistance—managing schedules, meetings, travel, and correspondence—with coordination of business administration such as commercial leases, contracts, property documentation, vendor relationships, renewals, business records, and special projects. The successful candidate will take ownership of assigned matters, coordinate with executives, departments, vendors, landlords, and other business partners, track deadlines, organize documentation, and follow work through to completion. The position requires sound judgment, discretion, strong attention to detail, excellent communication, and the ability to manage competing priorities with minimal supervision. The work is performed primarily in a professional office environment and involves regular interaction with executive leadership, department managers, employees, and outside business partners. The role requires working at a computer and managing electronic documents for extended periods. Priorities may change, and time-sensitive requests are expected. Occasional schedule flexibility may be necessary to accommodate executive meetings, travel arrangements, or important business deadlines. The position offers direct work with executive leadership, meaningful administrative responsibilities, cross-department collaboration, exposure to corporate business administration, and opportunities for career growth and advancement.

Requirements

Minimum of five years of professional experience in executive assistance, executive administration, business administration, or a closely related role.
Previous experience directly supporting C-suite executives or senior executive leadership.
Demonstrated ability to independently manage complex administrative responsibilities and multiple competing priorities.
Strong experience coordinating executive calendars, meetings, travel, correspondence, and business deadlines.
Excellent organizational skills, attention to detail, and ability to maintain accurate records.
Strong written and verbal communication skills.
Ability to communicate professionally with executives, department leaders, vendors, landlords, and outside business partners.
Strong judgment, discretion, and ability to recognize matters requiring executive attention.
Experience maintaining business records, tracking deadlines, and coordinating administrative documentation.
Ability to independently research information, identify next steps, and follow assignments through completion.
Strong problem-solving skills and ability to work with minimal supervision.
Ability to handle confidential business, financial, and employee information appropriately.
Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint.
Ability to quickly learn new systems, software, and administrative processes.
Dependable and professional, and comfortable working in a fast-paced business environment.
High school diploma or GED required.
Ability to work full-time on-site in Oakland Park, Florida.

Nice To Haves

Previous experience as a Senior Executive Assistant, Executive Business Partner, Executive Administrator, or similar position.
Experience supporting a CEO, President, or multiple members of executive leadership.
Experience administering or tracking commercial leases and property-related documentation.
Familiarity with contracts, renewals, vendor agreements, and business records.
Experience supporting a multi-location organization or multiple business entities.
Background in corporate administration, business operations, or executive office administration.
Experience coordinating administrative matters involving landlords, property managers, and outside vendors.
Familiarity with invoice processing, expense reporting, purchasing, or basic bookkeeping.
Experience maintaining detailed spreadsheets, administrative trackers, and business reports.
Experience coordinating special projects involving multiple departments and outside parties.
Bachelor's degree in Business Administration, Management, or a related field.

Responsibilities

Provide high-level administrative and organizational support to members of the Executive Leadership team.
Manage executive calendars, appointments, meetings, deadlines, and scheduling priorities.
Coordinate internal and external meetings involving executives, department leaders, vendors, and business partners.
Arrange executive travel, including flights, hotels, transportation, itineraries, and scheduling adjustments.
Prepare correspondence, presentations, reports, meeting agendas, and supporting documentation.
Attend meetings as needed, take notes, document action items, and coordinate follow-up.
Track executive priorities, commitments, outstanding items, and important deadlines.
Review incoming communications and identify matters requiring executive attention.
Serve as a professional point of contact on behalf of executive leadership when appropriate.
Anticipate administrative needs and help keep executive priorities organized and moving forward.
Handle confidential business, financial, and employee information professionally and discreetly.
Provide administrative support for business operations and executive initiatives across company locations and departments.
Maintain organized records involving company agreements, contracts, leases, vendors, properties, and other business activities.
Track important dates, renewals, expirations, notices, and administrative deadlines.
Gather information, prepare documentation, obtain approvals, and coordinate follow-up.
Communicate with internal departments and outside parties to address administrative matters.
Maintain spreadsheets, trackers, reports, and other tools used to organize business activities.
Research information and compile supporting materials for executive leadership.
Assist with administrative requirements involving new, existing, or changing company locations.
Take ownership of assigned administrative responsibilities and follow them through completion.
Identify outstanding items and proactively communicate updates to appropriate individuals.
Administer and organize company leases and property-related documentation, including maintaining lease files and tracking terms, renewals, expirations, notice periods, amendments, and milestones.
Coordinate property documentation and communication with landlords, property managers, executives, and internal departments.
Assist with lease renewals, amendments, notices, certificates, and other administrative requirements.
Maintain records involving company properties, facilities, and related agreements; support matters associated with new locations, facility changes, and existing properties.
Follow up on property-related requests, keep appropriate parties informed, and communicate upcoming requirements to executive leadership.
Maintain records for contracts, service agreements, vendor documentation, and other business matters; track expirations, renewals, notices, and outstanding documentation.
Coordinate contract signatures, approvals, amendments, and supporting materials.
Communicate with vendors, service providers, and outside business partners regarding administrative matters.
Assist with vendor setup, documentation, invoices, and recordkeeping as assigned.
Maintain accurate electronic and physical records for important business agreements and ensure documents are organized and accessible.
Follow up with internal departments and external parties regarding outstanding documentation or approvals.
Research vendor information, services, agreements, and other business needs.
Draft, review, and prepare professional emails, letters, memos, reports, and other business correspondence.
Coordinate communication between executive leadership and internal departments and help ensure information reaches appropriate individuals promptly.
Follow up on outstanding requests, action items, and administrative matters; assist with presentations, spreadsheets, reports, and other executive communication needs.
Assist with invoices, expense reports, purchasing documentation, and other basic financial administrative responsibilities.
Organize supporting documentation for business expenses and transactions and coordinate with Accounting and other departments when approvals or financial documentation are required.
Maintain spreadsheets and reports used to track expenses, projects, vendors, leases, and business activities.
Assist with basic bookkeeping and reconciliation-related administrative tasks as assigned.
Track administrative expenses and related documentation; follow up on outstanding invoices, approvals, and supporting information.
Support special projects, company initiatives, and administrative assignments for executive leadership.
Coordinate information and follow-up across departments and business locations; research vendors, services, properties, or other business needs as requested.
Organize projects involving multiple deadlines, stakeholders, and supporting documents; maintain project trackers, timelines, and status updates.
Monitor outstanding action items and follow up with responsible individuals.
Coordinate meetings, documentation, and approvals related to special projects.
Identify potential administrative delays or missing information and communicate concerns proactively.
Take ownership of assigned projects and ensure consistent progress toward completion.
Perform additional executive support and business administration responsibilities as organizational needs develop.