Executive Administrative Assistant

Description

Executive Support Meets Business Administration

Outdoor Network is seeking an experienced Executive Administrative Assistant to provide high-level administrative and business support to our Executive Leadership team.

This is a broader role than a traditional Executive Assistant. In addition to managing executive schedules, meetings, travel, and correspondence, this position will help coordinate important business administrative functions including leases, property and facility documentation, contracts, vendor relationships, records, renewals, and special projects across the organization.

The ideal candidate is highly organized, resourceful, professional, and comfortable taking ownership of administrative matters from start to finish. You should be someone who can receive a request, determine what needs to happen, coordinate with the appropriate people, track deadlines, maintain the documentation, and make sure the matter gets completed.

This position will work closely with executives and other departments across a growing, multi-location organization and will regularly handle confidential and sensitive business information.

• Provide high-level administrative support to members of the Executive Leadership team
• Manage calendars, appointments, meetings, deadlines, and scheduling priorities
• Coordinate internal and external meetings involving executives, department leaders, vendors, and business partners
• Prepare agendas, reports, presentations, correspondence, and supporting materials
• Attend meetings as needed, take notes, document action items, and coordinate follow-up
• Help executives track priorities, commitments, deadlines, and outstanding items
• Handle confidential business and employee information with discretion
• Anticipate administrative needs and proactively help keep priorities moving

• Provide administrative support for ongoing business operations and executive initiatives
• Maintain organized records for agreements, contracts, leases, vendors, properties, and other important business matters
• Track important dates, renewals, expirations, notices, and administrative deadlines
• Coordinate documentation and follow-up between executives, internal departments, vendors, landlords, property managers, and other outside parties
• Assist with gathering information, preparing documents, obtaining approvals, and maintaining completed records
• Maintain trackers, spreadsheets, reports, and other tools used to manage administrative projects
• Research information and compile supporting materials for leadership as requested
• Help coordinate administrative requirements across multiple company locations
• Take ownership of assigned administrative projects and follow them through completion

• Assist with the administration and organization of company leases and property-related documentation
• Maintain lease files and supporting records for company locations
• Track lease terms, renewal dates, expiration dates, notice periods, amendments, and other important milestones
• Coordinate requested documentation with landlords, property managers, executives, and internal departments
• Assist with lease renewals, amendments, certificates, notices, and other administrative requirements
• Maintain organized records related to company facilities and properties
• Help coordinate administrative matters involving new, existing, or changing company locations
• Follow up on property or facility-related requests and ensure appropriate internal parties remain informed

• Maintain organized files for contracts, service agreements, vendor documentation, and other business records
• Track contract dates, renewals, expirations, and required follow-up
• Coordinate signatures, approvals, and supporting documentation
• Communicate with vendors and service providers regarding administrative matters
• Assist with vendor setup, documentation, invoices, and recordkeeping as assigned
• Maintain accurate electronic and physical business records
• Help ensure important documents are easily accessible and properly organized

• Coordinate executive travel, including flights, hotels, transportation, and detailed itineraries
• Manage travel changes and scheduling adjustments
• Coordinate meetings across executives, departments, locations, and outside organizations
• Reserve meeting spaces and coordinate necessary materials or logistics
• Assist with company meetings, leadership events, and…