Executive Assistant & Office Manager

Office Manager & Executive Assistant

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, Gainesville, and Atlanta, Athletes First is a staple in the sports representation business. Over the years, we've 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. We're 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

• Bachelor's 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.