Office Coordinator / Executive Assistant

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.