Executive Assistant & Office Manager

Rollins College; Winter Park (FL); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

25 days paid time off

Medical, dental, and vision insurance

100% employer-paid disability insurance

Free tuition for employees and their families

Job summary

Rollins College is seeking an Executive Assistant & Office Manager for the Rick Goings Institute to deliver exceptional administrative and operational support. This role includes managing schedules, coordinating travel, and ensuring seamless office operations.

The ideal candidate will hold a Bachelor’s degree in Business Administration, have at least 3 years of relevant experience, and possess strong organizational skills. The position offers a dynamic work environment with various benefits.

Qualifications

• At least 3 years in executive support or operations coordination.
• Experience managing multi-stakeholder schedules.
• Ability to manage confidential information.

Responsibilities

• Manage calendars for the Managing Director and CEO.
• Coordinate all meetings, logistics, and communications.
• Arrange and manage travel for the MD and CEO.
• Oversee administrative operations of the office.
• Prepare and distribute meeting agendas and follow-ups.

Skills

Organizational skills

Professional communication

Calendar management

Confidentiality

Project management tools

Education

Bachelor's degree in Business Administration

Tools

Microsoft Office Suite

Google Workspace

Asana

HubSpot

Job description

Executive Assistant & Office Manager

Job Summary

This role serves as the Executive Assistant and Office Manager for the Rick Goings Institute, providing comprehensive administrative and operational support to the Managing Director, the RGI leadership team, and the CEO of RGI for all matters related to his RGI duties. The position is the organizational backbone of RGI: ensuring the RGI office runs with precision, travel and scheduling are expertly managed, and the day‑to‑day administrative functions of the Institute operate seamlessly. Success requires organizational rigor, professional judgment, discretion, and a service orientation.

Responsibilities

1. Executive Assistant Duties (Managing Director & CEO of RGI)
   • Manage calendars with discipline and foresight: prioritizing high‑value commitments, protecting focused work time, and resolving scheduling conflicts proactively; own the scheduling of sales meetings, prospect calls, client engagements, and pipeline follow‑ups in coordination with the Director of Corporate Development.
   • Coordinate and schedule all internal and external meetings; including board meetings, sales presentations, partner calls, team huddles, and speaking engagements. Ensuring logistics, agendas, pre‑read materials, and any required follow‑up actions are handled end‑to‑end.
   • Arrange all travel for the MD and RGI leadership team; including flights, hotels, ground transportation, and detailed itineraries; coordinate travel around sales trips, client visits, conferences, and speaking engagements; anticipate needs, manage changes in real time, and ensure travelers are never left without a plan.
   • Serve as the primary point of contact for internal and external communications on behalf of the MD; draft and manage correspondence, briefing materials, reports, and presentations with a high degree of polish and accuracy.
   • Prepare CEO briefing materials on a regular cadence: compiling Institute priorities, pipeline status, program updates, and key decisions for the MD's use in CEO check‑ins and board‑level reporting; ensure the MD is never walking into a senior stakeholder meeting without polished, accurate materials.
   • Support the MD's institutional partnership relationships (YPO, Rollins leadership, anchor corporate clients) by coordinating scheduling, preparing background briefs and agendas, and managing all follow‑up logistics so the MD can operate at the relationship level without handling administrative details.
   • Manage the contract and pricing approval workflow on behalf of the MD: routing documents for signature, tracking approval status, maintaining an organized log of executed agreements and pending approvals, and flagging items requiring MD action before deadlines are missed.
   • Manage confidential information with absolute discretion; anticipate the MD's needs and resolve logistical issues before they become problems.
2. CEO of RGI Support
   • Serve as the primary administrative support for the CEO of RGI on all matters related to his RGI duties; own the full scope of his RGI‑related administrative needs including travel, expenses, correspondence, scheduling, and briefing materials.
   • Coordinate the CEO's RGI scheduling in direct partnership with the Crummer EA; serve as the RGI point of contact for all scheduling requests involving the CEO and ensure his RGI commitments are reflected accurately in the master calendar without conflict.
   • Arrange all RGI‑related travel for the CEO: flights, hotels, ground transportation, and complete itineraries for RGI programs, partner engagements, donor meetings, and speaking commitments; manage changes in real time and ensure the CEO is never without a confirmed plan.
   • Process and reconcile all RGI‑related expenses for the CEO: submit reimbursements accurately and on time, maintain organized records of all RGI expenditures, and ensure full compliance with Rollins and RGI financial policies.
   • Draft and manage RGI‑related correspondence on behalf of the CEO as directed; prepare briefing materials, talking points, and background documents for his RGI meetings and engagements; handle all follow‑up actions stemming from those interactions.
   • Maintain strict discretion with all CEO‑related information; proactively anticipate needs, surface issues early, and ensure the CEO is never managing RGI administrative details that this role should own.
3. Office Management & Operations
   • Oversee the day‑to‑day administrative operations of the RGI office, including supplies, facilities readiness, IT coordination, and vendor management and ensuring a professional, well‑functioning work environment.
   • Process invoices and contracts accurately and on time; maintain organized records of all agreements, payments, and vendor relationships; flag issues to the MD proactively.
   • Conduct weekly operational huddles with the RGI team; track open action items and ensure accountability to timelines across all active programs and initiatives.
   • Maintain operational documentation: SOPs, program calendars, onboarding checklists, so that processes are repeatable and not dependent on any single person.
   • Ensure RGI external partners and sponsors experience seamless operational coordination; handle partner logistics proactively so the MD and Director of Corporate Development are never managing operational details.
4. Administrative & Organizational Support
   • Prepare and distribute meeting agendas, minutes, and follow‑up action items; track accountability to decisions made across RGI programs and initiatives.
   • Manage expense reporting, purchase card reconciliation and reimbursements; maintain accurate records of expenditures and support budget tracking as directed by the MD.
   • Serve as a welcoming, professional point of contact for RGI guests, partners, and stakeholders and managing front‑office interactions with care and representing the Institute with distinction.
   • Surface operational issues, resource conflicts, or capacity concerns to the MD early and provide context and a recommended path forward.
   • Manage the MD's direct report leadership rhythm: scheduling recurring one‑on‑ones, performance reviews, and coaching sessions; preparing supporting materials and tracking follow‑through on commitments made in those meetings so the MD's people leadership cadence runs without gaps.

Minimum Qualifications & Education

• Bachelor's degree in Business Administration, Organizational Management, or a related field.
• At least 3 years in executive support, operations coordination, or a comparable role.
• Experience managing multi‑stakeholder schedules, vendor relationships, and contract administration.

Preferred Qualifications

• Experience in startup or entrepreneurial environments.
• Familiarity with basic budget tracking and vendor management.
• Prior experience with C‑suite level executives.

Knowledge, Skills, and Abilities

• Strong organizational and prioritization skills.
• High professional polish in written and verbal communication.
• Proficiency in Microsoft Office Suite, Google Workspace, and project management tools such as Asana and HubSpot.
• Ability to manage confidential information with discretion.
• Process‑oriented with strong follow‑through.

Work Environment

• Campus‑based, front‑facing customer service position, working in an office environment.
• Regular use of a computer and databases.
• Must be able to work flexible hours, including evenings and weekends, based on business needs.

Benefits & Perks

• 25 days paid time off (vacation, sick, and personal time).
• 10 paid holidays.
• 5 paid college closure days.
• Eligible for medical, prescription, dental, and vision insurance within 30 days of hire.
• 100% employer‑funded health reimbursement account ($125+ per month).
• 100% employer‑paid short‑ and long‑term disability insurance.
• Domestic partner benefits.
• 11.5% employer retirement contributions.
• Discounted on‑campus dining meal plans.
• Free on‑campus parking.
• Free access to campus amenities such as gyms, pools, library, and sporting events.
• Free full tuition for employees and their families.
• Pet insurance.
• 100% employer‑funded employee assistance program.
• Flexible spending accounts.
• Award‑winning wellbeing programs.

Equal Employment Opportunity

Rollins College is an equal opportunity institution. We do not discriminate on the basis of sex, disability, race, age, religion, color, national or ethnic origin, ancestry, marital status, veteran status, sexual orientation, gender identity, gender expression, genetic information, physical characteristics, or any other category protected by College policy or federal, state, or local law for employment and in our educational programs and activities. You may contact 407.646.2102 for accommodations required for the application or hiring process.

Employment Eligibility

All new employees must be eligible and show employment eligibility verification by the first date of employment at Rollins College, as legally required (for example, Form I-9). The College requires proof of authorization to work in the United States. Recent immigration guidance limits H-1B sponsorship and fee payment.

FLSA Status

Exempt