Office Manager

The Office Manager and Executive Assistant provides comprehensive administrative, operational, and office management support to SWFL Inc.'s 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.

• Associate's or Bachelor's degree preferred or 3–5 years of executive support, office management, or administrative leadership experience.
• Experience 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.