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, stakeholders, and supporting documents.
• Maintain project trackers, timelines, and status updates.
• Monitor outstanding action items and follow up with responsible individuals.
• Assist with coordinating 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.

Requirements

• Minimum of five (5) 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, 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.

Preferred Qualifications

• 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.

What We're Looking For

We're looking for someone who can become a trusted administrative resource for our Executive Leadership team.

The ideal candidate understands that executive support involves much more than managing calendars and scheduling meetings.

This person should be comfortable taking responsibility for important business matters, organizing complex information, coordinating with multiple parties, and ensuring nothing falls through the cracks.

This individual should be:

• An experienced Executive Assistant with strong business administration capabilities.
• Highly organized and capable of managing numerous responsibilities simultaneously.
• Proactive and comfortable taking initiative without waiting for constant direction.
• Professional, dependable, and trustworthy when handling confidential information.
• Detail-oriented when reviewing contracts, leases, documentation, and important deadlines.
• Comfortable communicating with executives, vendors, landlords, and business partners.
• Resourceful and capable of researching information and identifying solutions.
• Skilled at tracking outstanding items and following up until matters are resolved.
• Adaptable and comfortable supporting a growing, multi-location organization.
• Someone who takes pride in making executive leadership more organized, efficient, and effective.

What Success Looks Like

Success in this position means executive leadership can confidently delegate important administrative matters knowing they will be handled professionally, accurately, and on time.

This includes:

• Executive calendars, meetings, travel, and priorities remain organized.
• Commercial leases, contracts, and important business records are accurately maintained.
• Renewal dates, expiration dates, and administrative deadlines are consistently tracked.
• Vendors, landlords, and outside business partners receive timely communication.
• Important documents, approvals, and administrative requests continue moving forward.
• Executives receive the information they need without having to repeatedly request updates.
• Special projects remain organized and progress toward completion.
• Confidential business information is handled appropriately.
• Outstanding matters are consistently followed through to resolution.

Work Environment & Expectations

• Full-time, on-site position in Oakland Park, Florida.
• Work is performed primarily in a professional office environment.
• Regular interaction with executive leadership, department managers, employees, and outside business partners.
• Ability to work at a computer and manage electronic documents for extended periods.
• Ability to manage changing priorities and time-sensitive administrative requests.
• Strong professionalism, confidentiality, and responsiveness are essential.
• Occasional schedule flexibility may be necessary to accommodate executive meetings, travel arrangements, or important business deadlines.

Why Join Outdoor Network?

Outdoor Network is a growing, multi-location organization with operations across the marine, powersports, e-commerce, and manufacturing industries.

As our Executive Assistant & Business Administrator, you'll work directly with executive leadership and play an important role in supporting the administrative functions that help keep our organization running smoothly.

This position offers an opportunity to take ownership of meaningful responsibilities, collaborate with multiple departments, and gain exposure to important areas of corporate business administration.

We're looking for someone who wants to build a long-term career in a position where their organizational skills, professionalism, and ability to get things done make a direct impact on the business.

Benefits

• Medical, dental, and vision insurance.
• Life insurance.
• 401(k) with company match.
• Paid time off.
• Paid holidays.
• Employee discounts.
• Professional development opportunities.
• Career growth and advancement opportunities.

Apply Today

If you're an experienced Executive Assistant who enjoys taking ownership of business administrative responsibilities, supporting executive leadership, and keeping complex projects organized, we'd like to hear from you!

Apply today to join Outdoor Network as our next Executive Assistant & Business Administrator in Oakland Park, Florida!

Equal Employment Opportunity

Outdoor Network is an equal opportunity employer. Employment decisions are based on qualifications, merit, and business needs without regard to any characteristic protected by applicable law.