Executive Assistant

Role Overview

The Executive Assistant & Office Manager at SWFL Inc., located in Estero, Florida, delivers vital administrative and operational support to the executive leadership team. Acting as a pivotal coordinator, this role manages executive operations, office logistics, vendor relationships, and financial processing to enhance organizational effectiveness. Key responsibilities span executive assistance, office oversight, accounts payable duties, vendor and member liaison, and board governance support.

Key Duties

• Assist the President & CEO and senior leaders with calendar management, meetings, travel, and documentation preparation including agendas and reports.
• Organize leadership meetings, retreats, and strategic sessions, while tracking follow-up actions and priorities.
• Maintain confidential records and communications between leadership, board members, investors, and community partners.
• Supervise daily office functions ensuring a well-maintained, professional environment, managing supplies, equipment, vendor relationships, and facility upkeep.
• Handle onboarding logistics for new hires including workspace and equipment setup.
• Manage accounts payable processing, verifying invoice accuracy, maintaining vendor files, and coordinating with finance for timely payments.
• Be the main contact for office vendors, coordinate contracts and service agreements, respond to member inquiries, and assist with event and engagement support.
• Facilitate Board of Directors meetings by preparing packets, agendas, minutes, and maintaining governance documents.

Qualifications

• One to three years' experience in executive support, office management, or related administrative leadership roles.
• Proven skills in accounts payable processing and vendor management.
• Strong organizational, project management, and communication capabilities.
• Familiarity with Microsoft Office, CRM platforms, accounting systems, and collaboration tools.
• Trusted to manage confidential information discreetly.
• Excellent multitasking abilities with attention to detail.
• Good sense of humor is a plus.

Preferred Attributes

• Service-oriented with high professionalism.
• Proactive and anticipates organizational needs.
• Comfortable interacting with executives, board members, and officials.
• Demonstrates accountability and ownership.
• Thrives in a dynamic, mission-focused environment.