Executive Assistant & Business Administrator

Description

Executive Support Meets Business Administration!

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 our Executive Leadership team in Oakland Park, Florida.

This position goes beyond the responsibilities of a traditional Executive Assistant. In addition to managing executive schedules, meetings, travel, and correspondence, this individual will play an important role in coordinating business administrative functions, including commercial leases, contracts, property documentation, vendor relationships, renewals, business records, and special projects across our growing, multi-location organization.

We're looking for someone who combines the professionalism, discretion, and organizational skills of an experienced Executive Assistant with the independence, problem-solving abilities, and follow-through needed to manage complex administrative responsibilities.

The ideal candidate is someone who can receive a request from executive leadership, determine what needs to happen, coordinate with the appropriate individuals, track deadlines, organize documentation, and ensure the matter is handled accurately and efficiently from start to finish.

This position requires strong attention to detail, excellent communication skills, sound judgment, and the ability to manage multiple priorities while working closely with executives, department leaders, vendors, and outside business partners.

Essential Duties & Responsibilities

Executive Leadership Support

• •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 professional correspondence, presentations, reports, meeting agendas, and supporting documentation.
• •Attend meetings as needed, take notes, document action items, and coordinate follow-up.
• •Assist executives with tracking 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 proactively help keep executive priorities organized and moving forward.
• •Handle confidential business, financial, and employee information with professionalism and discretion.

Business Administration & Corporate Coordination

• •Provide administrative support for ongoing business operations and executive initiatives.
• •Coordinate important administrative matters across multiple 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 necessary follow-up.
• •Communicate with internal departments and outside parties to ensure administrative matters are addressed.
• •Maintain spreadsheets, trackers, reports, and other tools used to organize business activities.
• •Research information and compile supporting materials for executive leadership.
• •Assist with coordinating 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 the appropriate individuals.

Commercial Lease, Property & Facility Administration

• •Assist with the administration and organization of company leases and property-related documentation.
• •Maintain accurate and organized lease files for company locations.
• •Track lease terms, renewal dates, expiration dates, notice periods, amendments, and other important milestones.
• •Coordinate documentation and communication with landlords, property managers, executives, and internal departments.
• •Assist with lease renewals, amendments, notices, certificates, and other administrative requirements.
• •Maintain organized records involving company properties, facilities, and related agreements.
• •Help coordinate administrative matters associated with new locations, facility changes, and existing properties.
• •Follow up on property-related requests and ensure appropriate parties remain informed.
• •Monitor important deadlines and communicate upcoming requirements to executive leadership.
• •Support the organization and completion of property-related administrative projects.

Contracts, Vendors & Business Records

• •Maintain organized records for company contracts, service agreements, vendor documentation, and other business matters.
• •Track contract expiration dates, renewals, required 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.
• •Help ensure contracts, agreements, and supporting documents are properly organized and accessible.
• •Follow up with internal departments and external parties regarding outstanding documentation or approvals.
• •Assist with researching vendor information, services, agreements, and other business needs.
• •Maintain confidentiality when handling sensitive contracts, agreements, and company records.

Executive Communication & Correspondence

• •Draft, review, and prepare professional emails, letters, memos, reports, and other business correspondence.
• •Communicate professionally with executives, employees, vendors, landlords, business partners, and outside organizations.
• •Coordinate communication between executive leadership and internal departments.
• •Help ensure important information reaches the appropriate individuals in a timely manner.
• •Follow up on outstanding requests, action items, and administrative matters.
• •Maintain professional communication when handling confidential or sensitive business information.
• •Assist with preparing presentations, spreadsheets, and reports for executive meetings and business discussions.
• •Support executive leadership with additional communication and documentation needs.

Financial & Administrative Coordination

• •Assist with invoices, expense reports, purchasing documentation, and other basic financial administrative responsibilities.
• •Organize supporting documentation for business expenses and transactions.
• •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.
• •Help maintain accurate records of administrative expenses and related documentation.
• •Follow up on outstanding invoices, approvals, and supporting information when necessary.
• •Ensure financial administrative matters are handled accurately and confidentially.

Special Projects & Executive Initiatives

• •Support executive leadership with special projects, company initiatives, and administrative assignments.
• •Coordinate information and follow-up across multiple departments and business locations.
• •Research vendors, services, properties, or other business needs as requested.
• •Organize projects involving multiple deadlines, stak