Executive Assistant / Office Manager
Com Pac Filtration, Inc • Full-time • On Site Jacksonville, FL
Why this role exists
We design, manufacture, and install aquatic equipment, and our leadership is constantly pulled between the shop floor, the office, and active job sites — with installations that can run anywhere from two weeks to two years. We need one trusted person to be the operational backbone of the company: keeping leadership focused, the office running, and our projects coordinated while the team is heads-down on design, production, and field work. This is a high-trust, high-visibility role for someone who loves bringing order to a busy, project-driven environment.
About us
We're a growing and innovative company that designs and manufactures aquatic equipment and installs it on-site for our clients. Our projects range from quick installations to multi-year builds, so no two weeks look the same. We design and manufacture most of our products in-house and are expanding our product line with full stainless-steel fabrication. Beginning in the last quarter of this year, we will introduce stainless-steel swimming pools, tanks, and pumping systems.
What success looks like
Twelve months in, you'll be the person everyone goes to when they need something to happen. Leadership's calendars and inboxes will run without friction; install crews will have travel, lodging, and logistics sorted for jobs that stretch across weeks or months; suppliers, purchase orders, and deliveries will be tracked before they become a problem; project paperwork will be organized and findable; and clients will get timely updates across long project timelines. Things that used to slip through the cracks — a delayed component, an expiring permit, a crew booking — simply won't anymore.
What you'll do
Chief Executive support (about half the role)
• Own leadership's calendars — schedule and protect time, resolve conflicts, and prep for meetings so leaders walk in ready.
• Manage inboxes and communications — triage email, draft replies, and make sure nothing important falls through.
• Coordinate travel and expenses — book trips, build itineraries, and reconcile expense reports.
• Prepare for meetings — agendas, documents, notes, and follow-ups so decisions actually get tracked.
Office, operations & project coordination (the other half)
• Coordinate field installation logistics — arrange travel, lodging, and scheduling for install crews on jobs that run from two weeks to two years, and keep the moving pieces aligned.
• Manage suppliers and purchasing — place and track purchase orders for components and materials, chase deliveries, and flag anything that could hold up production or an install.
• Keep project documentation organized — contracts, change orders, permits, site paperwork, and warranties, all findable when someone needs them.
• Be the communication hub — keep the shop, field crews, and clients in sync with timely status updates across long project timelines.
• Run the office — supplies, equipment, facilities, and the small things that keep the team productive.
• Own onboarding logistics — set up new hires (office and field) with accounts, equipment, and a great first week.
• Support light bookkeeping and HR admin — invoices, receipts, and paperwork, in coordination with our finance and HR partners.
• Improve how we work — spot the recurring headaches across the office, shop, and job sites, and put simple systems in place to fix them.
What we're looking for
Required
• 2+ years in an executive assistant, office manager, project coordinator, or comparable operations/administrative role.
• A track record of juggling competing priorities and moving deadlines without dropping things.
• Excellent written and verbal communication, and sound judgment with confidential information.
• Comfort coordinating logistics — travel, scheduling, purchase orders, and deliveries — across multiple simultaneous efforts.
• Comfort with everyday business tools — Google Workspace or Microsoft 365, calendar and scheduling tools, and the willingness to learn new ones quickly.
• A proactive, resourceful mindset: you anticipate needs and solve problems before being asked.
Nice to have
• Experience supporting senior leaders or a founder/owner directly.
• Experience in manufacturing, construction, field services, or other project-based business — anywhere installations, crews, or job sites are involved.
• Familiarity with purchasing, inventory, or project-management tools, and with bookkeeping/expensing tools (e.g., ODOO).
• Experience setting up or improving operational processes at a small or growing company.
Compensation & benefits
Base salary: 60,000.00 to 85,000.00
We also offer a benefits package that includes:
• 401(k) with company match (50% of the first 6% you contribute)
• Florida Blue health insurance, with the company covering more than half of the premium
• Dental and vision coverage
• Paid time off and paid holidays
• A discretionary annual bonus tied to company profitability (target around 8% of base in a strong year)
How to apply
Send your resume and a short note about why this role appeals to you. We review applications on a rolling basis and reply to every candidate.