Office Manager

SWFL Inc.; Estero (FL); On-site; USD 52,000 - 76,000; Full time

Job summary

SWFL Inc. in Estero, FL, is seeking an Office Manager and Executive Assistant to provide comprehensive administrative, operational, and office management support to the team.

This role serves as a central coordination point for executive operations, vendor relationships, accounts payable, and organizational efficiency. The ideal candidate is highly organized, detail-oriented, proactive, and able to manage multiple priorities while maintaining confidentiality and professionalism in a fast-paced

Qualifications

• Associate's or Bachelor's degree preferred or 3–5 years of executive support, office management, or administrative leadership experience.
• Experience processing accounts payable and managing vendor relationships.
• Strong organizational and project management skills.
• Exceptional written and verbal communication abilities.
• Proficiency with Microsoft Office, CRM systems, accounting software, and cloud-based collaboration tools.
• Ability to handle confidential information with discretion.
• Strong attention to detail and ability to manage multiple priorities independently.

Responsibilities

• Provide administrative support to the President & CEO and senior leadership team.
• Manage calendars, meetings, travel arrangements, and scheduling coordination.
• Prepare meeting agendas, reports, presentations, and correspondence.
• Coordinate leadership meetings, retreats, and strategic planning sessions.
• Track action items, deadlines, and organizational priorities.
• Serve as a liaison between leadership, board members, investors, members, and community partners.
• Maintain confidential files, records, and executive communications.
• Oversee daily office operations and ensure a professional, organized workplace.
• Manage office supplies, inventory, equipment, and vendor relationships.
• Coordinate facility maintenance, repairs, and service providers.
• Maintain office technology, copiers, phones, conference room equipment, and related systems.
• Assist with onboarding logistics for new employees, including workspace setup and equipment coordination.
• Maintain organizational records, contracts, and administrative documentation.

Skills

Organizational skills

Project management

Communication

Discretion/confidentiality

Attention to detail

Multitasking

MS Office

Education

Associate's or Bachelor's degree preferred

Tools

CRM systems

Accounting software

Cloud-based collaboration tools

MS Office

Job description

The Office Manager and Executive Assistant provides comprehensive administrative, operational, and office management support to SWFL Inc.'s team. This position serves as a central coordination point for executive operations, office administration, vendor relationships, accounts payable processing, and organizational efficiency. The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities while maintaining professionalism and confidentiality.

Key Responsibilities

• Provide administrative support to the President & CEO and senior leadership team.
• Manage calendars, meetings, travel arrangements, and scheduling coordination.
• Prepare meeting agendas, reports, presentations, and correspondence.
• Coordinate leadership meetings, retreats, and strategic planning sessions.
• Track action items, deadlines, and organizational priorities.
• Serve as a liaison between leadership, board members, investors, members, and community partners.
• Maintain confidential files, records, and executive communications.

Office Management & Administration

• Oversee daily office operations and ensure a professional, organized workplace.
• Manage office supplies, inventory, equipment, and vendor relationships.
• Coordinate facility maintenance, repairs, and service providers.
• Maintain office technology, copiers, phones, conference room equipment, and related systems.
• Assist with onboarding logistics for new employees, including workspace setup and equipment coordination.
• Maintain organizational records, contracts, and administrative documentation.

Accounts Payable & Financial Administration

• Process accounts payable invoices and ensure timely vendor payments.
• Review invoices for accuracy and proper approvals.
• Maintain vendor files and supporting documentation.
• Assist with expense reports, reimbursements, and credit card reconciliations.
• Coordinate with the organization's bookkeeper and finance team on payment schedules and reporting requirements.
• Track recurring expenses, contracts, subscriptions, and service agreements.
• Serve as the primary point of contact for office vendors and service providers.
• Coordinate vendor contracts, renewals, and service agreements.
• Support member inquiries and direct requests to appropriate staff.
• Assist with event registration support and member engagement activities as needed.

Qualifications

• Associate's or Bachelor's degree preferred or 3–5 years of executive support, office management, or administrative leadership experience.
• Experience processing accounts payable and managing vendor relationships.
• Strong organizational and project management skills.
• Exceptional written and verbal communication abilities.
• Proficiency with Microsoft Office, CRM systems, accounting software, and cloud-based collaboration tools.
• Ability to handle confidential information with discretion.
• Strong attention to detail and ability to manage multiple priorities independently.