Office Manager / Executive Assistant
Location: Fernandina Beach, FL – In Office
Position: Full-Time
Normal Working Hours: Monday–Friday, 8:00 AM–5:00 PM
Compensation: Up to $26.00 per hour, based on experience and qualifications, plus performance-based incentive bonuses
About the Role
We are seeking a highly organized, dependable, and proactive professional to serve as our Office Manager / Executive Assistant. This is a key position within our organization, combining responsibility for the day-to-day operation of the office with direct administrative support to company leadership.
The ideal candidate takes ownership of responsibilities rather than simply completing assigned tasks. This person should be comfortable making decisions, solving problems independently, managing competing priorities, and anticipating what needs to happen next without requiring constant direction.
Because this position frequently serves as a first point of contact for our clients, employees, vendors, and business partners, professionalism and exceptional customer service are essential.
The successful candidate will be organized, responsive, technologically capable, discreet, and highly dependable, with the ability to move comfortably between routine administrative responsibilities and time-sensitive requests from leadership.
Office Management Responsibilities
Serve as a primary point of contact for incoming telephone calls, clients, vendors, and visitors.
Provide a professional, responsive, and first-class customer experience.
Manage incoming calls and ensure questions and requests are handled appropriately or directed to the correct team member.
Greet clients and visitors professionally, both in person and by telephone.
Manage general office operations and help ensure the office runs efficiently each day.
Receive, organize, and distribute incoming mail and correspondence.
Process and deposit checks and assist with routine banking activities.
Enter and maintain accurate information within company technology platforms and management systems.
Maintain organized physical and digital files and records.
Coordinate office supplies, equipment, vendors, and other administrative needs.
Maintain a clean, organized, and professional office environment.
Communicate clearly and professionally with clients, employees, vendors, and leadership.
Identify and resolve routine problems independently rather than waiting for direction.
Exercise sound judgment and make appropriate day-to-day decisions without requiring leadership involvement.
Follow through on assignments and requests to ensure they are completed accurately and on time.
Executive Assistant Responsibilities
Manage calendars, appointments, meetings, reminders, and scheduling for leadership.
Help organize and prioritize leadership’s daily commitments and responsibilities.
Assist with email management, correspondence, and drafting professional communications.
Prepare documents, reports, spreadsheets, presentations, and other materials as needed.
Coordinate travel arrangements, reservations, itineraries, and related logistics.
Organize and maintain confidential digital files and business records.
Track open items, deadlines, commitments, and follow-up responsibilities.
Assist with special projects and administrative initiatives across multiple businesses and activities.
Pay, track, document, and reconcile business and office expenditures as directed.
Coordinate with employees, vendors, customers, and other business contacts on behalf of leadership.
Maintain confidentiality when handling company, employee, customer, and leadership information.
Anticipate needs, identify potential issues, and proactively address matters before they require leadership’s attention.
Take ownership of assignments from beginning to completion, including following up with others when necessary.
What Success Looks Like
The right person for this position does more than wait for instructions. They recognize what needs to be done and take responsibility for getting it done.
Success in this role requires someone who:
Is exceptionally dependable and follows through on commitments.
Is highly organized and naturally keeps track of details, deadlines, and outstanding items.
Can prioritize effectively when multiple requests compete for attention.
Is comfortable making reasonable decisions independently.
Communicates professionally and confidently with a wide variety of people.
Provides excellent customer service, even when dealing with difficult or time-sensitive situations.
Learns new technology quickly and can troubleshoot common issues independently.
Protects confidential and sensitive information.
Notices problems and takes initiative to solve them.
Understands when to make a decision independently and when an issue should be elevated to leadership.
Can shift between responsibilities throughout the day while maintaining accuracy and professionalism.
Takes pride in creating an organized, professional, and efficient workplace.
Qualifications
High school diploma or GED required; Associate’s or Bachelor’s degree preferred.
Previous administrative, office management, executive assistant, or customer service experience preferred.
At least one year of administrative experience preferred.
Excellent written and verbal communication skills.
Strong organizational and time-management abilities.
Demonstrated ability to manage multiple priorities and deadlines.
Strong attention to detail and accuracy.
Ability to work independently with limited supervision.
Strong judgment, problem-solving skills, and personal accountability.
High level of professionalism and discretion.
Proficiency with Microsoft Office and/or Google Workspace.
Strong general computer skills and ability to learn new software quickly.
Our organization regularly uses technology platforms including Microsoft Office, Google Workspace, Dropbox, Monday.com, Caliber, and FRONTSTEPS. Previous experience with these specific systems is helpful but not required; the ability to learn and confidently navigate new technology is more important.
Schedule and Compensation
This is a full-time, in-office position in Fernandina Beach, Florida, with normal working hours of 8:00 AM to 5:00 PM, Monday through Friday.
Compensation is up to $26.00 per hour, depending on experience, qualifications, and demonstrated capabilities.
The position is also eligible for performance-based incentive bonuses, providing additional earning opportunities for exceptional performance, initiative, and contribution to the organization.
Physical and Office Requirements
The position requires frequent communication with clients, employees, vendors, and leadership by telephone, email, and in person. The employee must be able to accurately exchange information in these situations and regularly operate computers and standard office equipment, including printers, scanners, and copiers.
The Person We’re Looking For
This position is particularly well suited for someone who is:
Dependable — others can confidently rely on you to get things done.
Proactive — you look ahead rather than waiting to be told what to do.
Detail-oriented — you notice the small things that can become bigger problems.
People-oriented — you enjoy helping people and communicating professionally.
Technology comfortable — you learn systems quickly and aren’t intimidated by new software.
Resourceful — your first instinct is to figure out how to solve a problem.
Organized — you naturally create order and keep track of multiple moving pieces.
Accountable — when you take responsibility for something, you see it through.
Discreet — you understand that access to leadership and company information requires trust and confidentiality.
Most importantly, we are looking for someone who wants to become a trusted and valuable member of the team—someone who makes the office, the leadership team, and ultimately the company operate more effectively.
Pay: $20.00 - $26.00 per hour
Benefits:
Work Location: In person
