Overview
Open Access Insurance is looking for a highly organized, dependable, and motivated Executive Assistant / Office Manager to support daily operations for our growing Medicare call center.
This role is ideal for someone who can handle multiple priorities, stay organized in a fast-paced environment, and help leadership keep projects, people, recruiting, accounting support, and office operations moving in the right direction.
The right candidate will have a strong background in office administration, accounting, recruiting, operations support, or a similar field. We are looking for someone who is flexible, proactive, detail-oriented, and comfortable taking on different responsibilities based on business needs.
Duties and Responsibilities
- Provide administrative and operational support to company leadership
- Assist with office management, scheduling, reporting, and daily business needs
- Manage calendars, schedule appointments, and coordinate meetings using Microsoft Office, Google Workspace, and other productivity tools
- Help track projects, deadlines, tasks, and follow-ups across departments
- Prepare, proofread, and distribute correspondence, reports, presentations, and internal documents
- Support recruiting efforts, including applicant tracking, interview coordination, onboarding preparation, and communication with candidates
- Assist with basic accounting and bookkeeping-related tasks, including invoice organization, expense tracking, payment follow-ups, payroll support, reporting, and data entry
- Use QuickBooks or similar accounting software for basic bookkeeping support as needed
- Organize files, maintain records, and oversee document management to ensure accuracy, easy retrieval, and compliance
- Help manage office supplies, vendor communication, employee records, and internal documentation
- Support front desk operations by greeting visitors, managing inquiries, answering phones, and providing professional customer support
- Coordinate between managers, agents, recruiters, and leadership to make sure tasks are completed on time
- Assist with travel arrangements, itineraries, and executive calendar management as needed
- Provide personal assistant support when needed to help executives manage daily responsibilities effectively
- Support both office locations when needed, with the primary location being Tampa near USF and occasional support at the Dade City office
- Take on additional projects, tasks, or responsibilities as business needs change
Skills and Qualifications
- Proven experience in office management, executive assistant, administrative assistant, recruiting, accounting, bookkeeping, or operations support roles
- Strong organizational skills and ability to manage multiple priorities at once
- Strong project management and follow-up skills
- Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint
- Proficiency in Google Workspace, including Gmail, Google Calendar, Google Drive, and Google Sheets
- Comfortable using QuickBooks or similar accounting/bookkeeping software
- Excellent computer literacy and ability to quickly learn new systems or software
- Strong typing, data entry, proofreading, and documentation skills
- Professional phone etiquette and ability to manage calls confidently
- Strong attention to detail and ability to maintain accuracy in a fast-paced environment
- Effective time management skills and ability to prioritize tasks efficiently
- Ability to communicate professionally with leadership, managers, agents, vendors, candidates, and visitors
- Bilingual ability is a plus
- Previous experience in a call center, medical office, dental office, recruiting office, or customer service environment is a plus
- Must be dependable, professional, flexible, and able to maintain confidentiality
Ideal Candidate
The ideal candidate is someone who does not need to be micromanaged, can take ownership of tasks, and can adjust quickly when priorities change. This person should be able to support leadership, help organize office operations, assist with recruiting and accounting-related tasks, and contribute to the overall growth of the company.
We are looking for someone with dedication, professionalism, and proactive problem-solving skills—qualities that help drive our success every day.
Compensation
Compensation is based on experience, background, and skill set. Recommended range is $40,000–$70,000 annually.
How to Apply
Please submit your resume and include a brief summary of your experience in office management, accounting, recruiting, administrative support, or operations.
Open Access Insurance is looking for a highly organized, dependable, and motivated Executive AssisOverviewtant / Office Manager to support daily operations for our growing Medicare call center. This role is ideal for someone who can handle multiple priorities at once, stay organized in a fast-moving environment, and help leadership keep projects, people, and office operations moving in the right direction.
The right candidate will have a strong background in office administration, accounting, recruiting, or operations support. We are looking for someone flexible, proactive, and comfortable taking on different responsibilities based on business needs.
Duties
- Provide administrative and operational support to leadership
- Assist with office management, scheduling, reporting, and day-to-day business needs
- Help track projects, deadlines, tasks, and follow-ups across departments
- Support recruiting efforts, including applicant tracking, interview coordination, onboarding preparation, and communication with candidates
- Assist with basic accounting-related tasks such as invoice organization, expense tracking, payroll support, payment follow-ups, or reporting
- Help manage office supplies, vendor communication, employee records, and internal documentation
- Coordinate between managers, agents, recruiters, and leadership to make sure tasks are completed on time
- Support both office locations when needed, with the primary location being Tampa near USF and occasional support at the Dade City office
- Take on additional projects or responsibilities as business needs changeManage complex calendars, schedule appointments, and coordinate meetings with precision using tools like Microsoft Office and Google Workspace.
- Prepare, proofread, and distribute correspondence, reports, and presentations ensuring accuracy and clarity.
- Organize files, maintain records, and oversee document management to ensure easy retrieval and compliance.
- Assist with bookkeeping tasks using QuickBooks or similar software, including data entry and invoice processing.
- Support front desk operations by greeting visitors, managing inquiries, and providing exceptional customer support.
- Coordinate travel arrangements, prepare itineraries, and assist with calendar management for executives.
- Perform clerical duties such as filing, data entry, proofreading, and maintaining office supplies to optimize productivity.
- Provide personal assistant support as needed to help executives manage their daily activities effectively.
- Collaborate with team members across departments to facilitate seamless communication and workflow.
Skills
- Proven experience in office management or administrative roles with strong organizational skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace (Gmail, Calendar), and productivity software.
- Excellent computer literacy with the ability to quickly adapt to new technologies or software updates.
- Strong typing skills with high accuracy; familiarity with data entry processes.
- Exceptional phone etiquette skills; experience managing multi-line phone systems confidently.
- Bilingual abilities are a plus for supporting diverse teams or clients.
- Previous experience as a dental or medical receptionist or in customer service roles is advantageous.
- Knowledge of bookkeeping practices using QuickBooks or similar accounting tools is desirable.
- Outstanding organizational skills with the ability to prioritize tasks efficiently in a fast-paced environment.
- Effective time management skills to handle multiple responsibilities while maintaining attention to detail.
Join us as an Executive Assistant where your expertise will empower our leadership team to excel! We value dedication, professionalism, and proactive problem-solving—qualities that drive our success every day!
Pay: $40,000.00 - $70,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Professional development assistance
- Referral program
- Retirement plan
- Tuition reimbursement
- Vision insurance
Application Question(s):
- Please describe why you would be a good fit for the role and why you could become a valuable member of our team?
- Explain what type of working environment you have thrived the most in and why?
- What working environment did you struggle in the most and what could you have done differently?
Work Location: In person
