Executive Administrative Assistant

Gulfarium is Hiring Now: Executive Administrative Assistant

Please include cover letter with your application

Short version:
This is not a front-desk-only role. This is a central operations position inside one of the Emerald Coast’s most iconic destinations. The Gulfarium has been part of the Gulf Coast community for decades, blending education, guest experience, and marine conservation. In this role, your work behind the scenes helps make that mission possible. When the operations run smoothly, animal care, education, and conservation thrive.

Why this role matters:
The Administrative Assistant is the backbone of the Gulfarium’s daily operations. You support leadership, finance, HR, and every department that keeps this park running and its conservation work moving forward. You may not work directly with animals, but your accuracy, organization, and follow-through play a real part in protecting marine life and delivering meaningful experiences to hundreds of thousands of guests each year.

What you’ll do (core responsibilities)

Administrative + Executive Support

• Serve as a primary point of contact for internal staff, vendors, and partners
• Manage CEO calendar, emails, meeting prep, notes, and follow-ups
• Take and distribute notes for department head meetings and board meetings
• Maintain board records, binders, and official documentation
• Handle confidential correspondence with discretion

Finance, Payroll & Bookkeeping Support

• Enter accounts payable in QuickBooks and prepare checks for signature
• Reconcile daily reports, POS data, donations, and bank activity
• Assist with payroll workflows, time-clock edits, PTO tracking, and summaries
• Support monthly P&L reviews and financial reporting
• Maintain clean audit-ready financial records

HR, Onboarding & Benefits Support

• Process new-hire paperwork and maintain employee files
• Track PTO balances and attendance records
• Coordinate benefits enrollment, COBRA, and 401(k) (Voya) sign-ups
• Act as staff point of contact for insurance status changes and documentation
• Provide payroll and banking details to the accountant

Office Operations

• Order and manage office supplies, stay ahead of inventory needs
• Maintain printers, copiers, and general office equipment
• Manage shared inboxes and route communications correctly
• Track vendor logins, subscriptions, and credentials securely
• Keep the administrative workspace organized and professional

Other Key Tasks

• Track donations by source and event
• Separate and distribute daily mail
• Process employee reimbursement requests
• Support special projects and CEO requests as needed

What success looks like

• Payroll runs clean. No surprises.
• Bills are entered, tracked, and paid on time.
• Leadership meetings are documented and actionable.
• Staff know exactly who to go to for help.
• The office runs quietly and efficiently.

What we’re looking for

• 2+ years in administrative, accounting, or office operations roles
• Strong QuickBooks and Excel skills (accuracy matters)
• Strong Microsoft 360 skills
• Excellent organization and follow-through
• Professional communication, written and verbal
• Comfortable handling confidential information
• Able to lift up to 40 lbs and handle routine office physical tasks
• Self-starter who doesn’t wait to be told what’s broken

Schedule & benefits

• Monday–Friday, occasional weekends as needed
• Competitive pay based on experience
• Health insurance, PTO, and retirement program eligibility
• Stable, mission-driven organization with long-term growth

About the Gulfarium

The Gulfarium Marine Adventure Park is a landmark destination on the Emerald Coast, dedicated to animal care, education, and conservation. This role directly supports that mission by keeping the operation strong behind the scenes.

Job Type: Full-time

Pay: From $50,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• How are you currently using AI?

Experience:

• Quickbooks: 2 years (Required)
• Executive Administrative Assistant : 2 years (Required)
• Microsoft Suite of products : 4 years (Required)
• HR, Onboarding & Benefits Support: 2 years (Required)
• Excel : 4 years (Required)

License/Certification:

• QuickBooks certification (Preferred)

Work Location: In person