Executive Assistant & Office Manager

About Athletes First
Athletes First is a full-service athlete management firm that has been representing elite NFL players since its inception in 2001. Based in Southern California with satellite offices in New York City NY Gainesville FL and Atlanta GA. Athletes First is a staple in the sports representation business. Over the years weve created a culture built around the two key components of our industry: exude extreme power while remaining intimately personal. Our mission is simple: Do the right things with the right people for the right reasons.

Role Overview
Athletes First is seeking an Office Manager & Executive Assistant to join our Gainesville office. This is a dynamic hands-on role that sits at the intersection of executive support office operations and client services giving the right candidate broad exposure to the inner workings of a premier sports agency. Were looking for someone who is highly organized proactive and has had prior experience in supporting an executive.

Key Responsibilities & Duties

Operations & Office Management

• Oversee day-to-day office operations ensuring a well-organized and efficiently run environment
• Manage office-related accounts including rent utilities and vendor relationships
• Purchase and maintain office supplies keeping inventory consistently stocked
• Serve as the primary point of contact for office maintenance IT support and other service providers
• Assist with operations of department-wide client events
• Provide general office support and assist with additional duties as assigned

Executive Support

• Code and manage expense submissions through Ramp on behalf of the President Coaches & Executives
• Coordinate domestic and international travel arrangements including flights hotels and ground transportation
• Manage calendars schedule meetings and prepare materials for executive-level appointments
• Draft and manage correspondence on behalf of leadership as needed

Client Relations & Services

• Develop and manage client resources including gift procurement and concierge-level assistance (reservations travel experiences etc.)
• Support brand and sponsorship outreach efforts and assist in building relationships with new companies and partners
• Develop and maintain coaching and executive profiles for current clients as well as background bios on potential recruits
• Summarize relevant media reports including podcast recaps articles and industry news

Research & Administrative Support

• Draft submit and maintain organized records of public document requests sent to colleges and universities
• Gain exposure to employment marketing and intellectual property (IP) contract language while supporting related data entry and documentation
• Conduct research and generate insights to support agents in coaching and personnel staff recruitment efforts
• Monitor and update information on NFL and NCAA performance metrics as well as broader hiring trends across the industry

Qualifications

• Bachelors degree in Sports Management Business Communications Public Relations or a related field
• Extremely organized with the ability to manage multiple priorities simultaneously
• Detail-oriented with strong critical thinking and problem-solving skills
• Excellent written and verbal communication skills
• Proficient in Microsoft Office Suite (Excel PowerPoint Outlook) and Canva
• Familiarity with expense management platforms (Ramp) a plus
• Familiarity with social media platforms (Instagram X etc.)
• Strong team player who can collaborate across satellite offices
• Ability to work in-office Monday-Friday 9:30am-6:00pm at A1 Office Gainesville FL

What We Offer

• Medical Dental Vision & Life Insurance
• 401k Retirement Plan
• Cell Phone Reimbursement
• Flexible PTO
• Exposure to the highest levels of professional sports and a front-row seat working alongside elite NFL athletes coaches and front office executives

Athletes First is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity national origin disability or status as a protected veteran.