Executive Assistant

Executive Assistant

Job Title:

Executive Assistant

Reports to:

Executive Director

Location:

Estero, Florida

Salary Range: $50,000-$55,000

The Executive Assistant & Office Manager provides comprehensive administrative, operational, and office management support to SWFL Inc.'s leadership team. This position serves as a central coordination point for executive operations, office administration, vendor relationships, accounts payable processing, and organizational efficiency. The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities while maintaining professionalism and confidentiality.

• Provide administrative support to the President & CEO and senior leadership team.
• Manage calendars, meetings, travel arrangements, and scheduling coordination.
• Prepare meeting agendas, reports, presentations, and correspondence.
• Coordinate leadership meetings, retreats, and strategic planning sessions.
• Track action items, deadlines, and organizational priorities.
• Serve as a liaison between leadership, board members, investors, members, and community partners.
• Maintain confidential files, records, and executive communications.

• Oversee daily office operations and ensure a professional, organized workplace.
• Manage office supplies, inventory, equipment, and vendor relationships.
• Coordinate facility maintenance, repairs, and service providers.
• Maintain office technology, copiers, phones, conference room equipment, and related systems.
• Assist with onboarding logistics for new employees, including workspace setup and equipment coordination.
• Maintain organizational records, contracts, and administrative documentation.

• Process accounts payable invoices and ensure timely vendor payments.
• Review invoices for accuracy and proper approvals.
• Maintain vendor files and supporting documentation.
• Assist with expense reports, reimbursements, and credit card reconciliations.
• Coordinate with the organization's bookkeeper and finance team on payment schedules and reporting requirements.
• Track recurring expenses, contracts, subscriptions, and service agreements.

• Serve as the primary point of contact for office vendors and service providers.
• Coordinate vendor contracts, renewals, and service agreements.
• Support member inquiries and direct requests to appropriate staff.
• Assist with event registration support and member engagement activities as needed.

• Coordinate Board of Directors and Executive meetings.
• Prepare board packets, agendas, minutes, and meeting materials.
• Maintain board records and governance documentation.
• Support board communications and follow-up activities.

• 1-3 years of executive support, office management, or administrative leadership experience.
• Experience in processing accounts payable and managing vendor relationships.
• Strong organizational and project management skills.
• Exceptional written and verbal communication abilities.
• Proficiency with Microsoft Office, CRM systems, accounting software, and cloud-based collaboration tools.
• Ability to handle confidential information with discretion.
• Strong attention to detail and ability to manage multiple priorities independently.
• Must be able to crack a few jokes.

• Highly professional and service-oriented.
• Proactive problem solver who anticipates organizational needs.
• Comfortable working with executives, board members, elected officials, and business leaders.
• Strong sense of ownership and accountability.
• Ability to thrive in a fast-paced, mission-driven environment.