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Office Coordinator / Executive Assistant

Olive Recruiting
🇺🇸 United States
On-site
Manager or above
2 weeks ago
  • Microsoft Outlook
  • Excel
  • PowerPoint
2 weeks ago
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Olive seeking a highly organized, dependable, and proactive Office Coordinator / Executive Assistant for our client in Cape Canaveral, FL to provide executive-level administrative support while coordinating the day-to-day needs of the office. This role will serve as a key point of communication between leadership, employees, customers, vendors, and operational teams, helping ensure schedules, documentation, office activities, and business priorities remain organized and on track.

Responsibilities
  • Provide administrative and organizational support to company executives and leadership.
  • Manage calendars, appointments, meetings, conference calls, and scheduling.
  • Coordinate travel arrangements, including flights, hotels, transportation, and itineraries.
  • Prepare correspondence, reports, spreadsheets, presentations, and other business documents.
  • Coordinate meetings, prepare materials, take notes, and track follow-up items and deadlines.
  • Manage daily office operations, including incoming calls, visitors, mail, supplies, equipment, and facility needs.
  • Serve as a point of contact for employees, customers, vendors, and other business partners.
  • Maintain organized electronic and physical records, files, and company documentation.
  • Assist with expense reports, receipts, purchase documentation, invoices, and general administrative recordkeeping.
  • Support operations, dispatch, sales, accounting, and project teams with administrative needs.
  • Assist with organizing customer, vendor, project, equipment, and transportation documentation.
  • Coordinate information and communication between office personnel, leadership, and field/operations teams.
  • Support employee onboarding, paperwork, scheduling, and internal coordination.
  • Coordinate company meetings, employee events, customer visits, and other business activities.
  • Track deadlines, commitments, approvals, and action items to ensure timely completion.
  • Handle confidential company, employee, customer, and financial information with professionalism and discretion.
  • Assist leadership with special projects and additional administrative responsibilities as needed.
Qualifications
  • 3+ years of experience in office administration, executive assistance, office management, or a related position preferred.
  • Previous experience directly supporting executives or senior leadership strongly preferred.
  • Experience in heavy haul, transportation, trucking, logistics, construction, industrial services, or project-based operations is a plus.
  • Strong organizational, prioritization, and time-management skills.
  • Ability to manage multiple responsibilities and changing priorities in a fast-paced environment.
  • Excellent written and verbal communication skills.
  • Professional and confident when interacting with executives, employees, customers, and vendors.
  • Strong attention to detail with excellent follow-through.
  • Proactive, resourceful, and capable of working independently with minimal supervision.
  • Ability to anticipate needs, identify priorities, and take initiative.
  • High level of professionalism, discretion, and confidentiality.
  • Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint.
  • Ability to quickly learn company systems, processes, and operational procedures.

Office Coordinator / Executive Assistant · Olive Recruiting

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