Fort Myers, FL - Office & Executive Assistant

Owen Ames Kimball•Fort Myers, FL

1d•Onsite

About The Position

The Office – Executive Assistant provides office management, reception, and operational support to the Executive Team and the broader office. This role assists with front desk coverage, office supply and facilities coordination, scheduling needs, and daily administrative tasks. The Office – Executive Assistant helps maintain a high standard of organization and professionalism while ensuring an efficient office environment and supporting all departments with clerical and documentation tasks.

Requirements

High school diploma or equivalent
1 year of administrative, coordination, or office operations experience preferred.

Nice To Haves

Experience in construction operations, field support, scheduling, or safety administration is strongly preferred.
Experience with Microsoft Suite, Bluebeam, and BambooHR is helpful.
Strong understanding of scheduling logistics, data accuracy, documentation, and training coordination.

Responsibilities

Serve as the first point of contact for visitors, clients, and vendors by greeting them professionally and directing them appropriately.
Answer and route incoming phone calls, monitor the main inbox, and provide timely responses or follow-up.
Maintain a clean, organized, and welcoming front desk and lobby area.
Monitor and order office supplies, ensuring adequate inventory and coordinating with vendors as needed.
Coordinate with facilities vendors, maintenance partners, and building management to address service needs, repairs, and scheduled work.
Support office space organization, conference room readiness, and general upkeep to ensure a functional work environment.
Assist with mail distribution, shipping, deliveries, and document handling.
Provide direct administrative support to the President of the Florida Division.
Manage executive calendars, scheduling priorities, and coordinate meetings with internal and external stakeholders.
Prepare meeting agendas, materials, presentations, and executive summaries.
Capture meeting notes and facilitate follow-up actions to ensure completion of key initiatives.
Manage incoming communications and correspondence on behalf of the President when appropriate.
Draft professional communications, letters, and internal or external correspondence.
Serve as a professional point of contact for internal teams, clients, and external partners interacting with executive leadership.
Coordinate executive meetings, leadership sessions, and strategic planning discussions.
Assist in preparing reports, executive presentations, and organizational updates.
Support internal initiatives, leadership communications, and company-wide coordination efforts.
Coordinate travel arrangements and logistics for executive leadership.
Organize meetings, leadership events, and executive-level gatherings.
Assist with preparation of materials for leadership meetings and company initiatives.
Support internal committees and leadership initiatives as requested.
Assist with coordination of client events, internal functions, and employee engagement activities.
Maintain the highest level of discretion when handling confidential information related to company strategy, leadership discussions, or organizational matters.
Represent Owen-Ames-Kimball and executive leadership with professionalism, integrity, and strong interpersonal skills.
Help maintain a highly organized and efficient executive workflow.