EXECUTIVE ADMINISTRATIVE ASSISTANT

*This position comes with a $5,000 Sign on Bonus for qualified candidates!

To perform this job successfully, an individual will provide high-level administrative and organizational support to senior executives, managing their schedules, coordinating travel, drafting documents, and acting as a liaison between the executives, the board of directors, and others. Key responsibilities include maintaining confidentiality, managing communications, planning meetings, preparing reports, and assisting with special projects to ensure the executives can focus on core responsibilities and organizational goals. The Executive Assistant must demonstrate an ability to anticipate needs, identify process improvements, implement efficient administrative systems and demonstrate competency in each of Avow's core values. The requirements listed below are representative of the knowledge, skill, and ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Job Summary:
The Executive Assistant and Board of Directors Liaison will provide a wide range of operational support to the President & CEO, Avow Board of Directors, Chief Financial Officer, Chief Clinical Officer, and Chief Compliance Officer including the coordination of activities with internal and external parties. This position requires analytical skills as well as experience with administration, communication and internal and external relations. This role requires discretion, initiative, professionalism, and the ability to handle multiple priorities with accuracy and confidentiality.

Job Duties:
Calendar & Meeting Management
• Plans, schedules, and manages activities using Microsoft Outlook/Office 365 and other applicable tools.
• Exercises sound judgment in scheduling meetings, managing multiple requests, and resolving calendar conflicts promptly.
• Coordinates internal and external meetings, ensuring agendas, materials, and logistical arrangements are in place.

Communication & Correspondence
• Serves as a primary point of contact between executives, staff, vendors, clients, and stakeholders.
• Manages incoming and outgoing correspondence, ensuring timely and appropriate responses.
• Answers and screens phone calls professionally, takes accurate messages, and follows up as needed.

Administrative Support
• Prepares, edits, and formats reports, presentations, and other documents, ensuring they are accurate and professionally presented.
• Maintains confidentiality and exercises discretion in all interactions and communications.
• Performs general administrative tasks, including filing, copying, scanning, and data entry, as needed.

Board & Meeting Coordination
• Responsible for board management administration to manage meetings, build agendas, collect and upload documents, and distribute materials.
• Ensures timely preparation and distribution of agendas, meeting packets, and other materials for Board and Committee Chairs and the Executive Leadership Team.
• Attends Board and Committee meetings as needed; takes, prepares, and distributes accurate meeting minutes utilizing conventional methods as well as Artificial Intelligence.
• Manages Board Room and Ispiri Community Center calendars; ensures meeting rooms are properly prepared.
• Prepares and updates monthly and quarterly presentations for the Board of Directors.

Travel & Logistics
• Coordinates complex travel arrangements for executives, including flights, accommodations, ground transportation, and itineraries.
• Ensures the most efficient and cost-effective travel options are secured.

Event Planning & Hospitality
• Coordinates logistics for executive and Board-level meetings and events.
• Greets visitors and Board members professionally; ensures hospitality needs are met.

Problem Solving & Initiative
• Proactively identifies and resolves administrative or scheduling issues.
• Demonstrates a high level of initiative, flexibility, and resourcefulness in performing day-today responsibilities.

Other Duties
• Supports special projects and performs other duties as assigned in support of executive and organizational needs.

Core Values:
Integrity:
We are honest, hardworking professionals driven solely by the well-being of our patients and their loved ones and the community we serve.

Education:
We believe it is important not only to serve the community but to educate community members about our services and the role we play at the end of life.

Innovation:
We embrace change and are always looking at creative ways to solve problems and serve our population.

Collaboration:
We know we cannot achieve everything we want without working hand-in-hand with each other with our healthcare partners and with the community.

Celebration:
We believe in the importance of celebrating life and relationships.

Education and / or Experience:
Associate's degree; or four to five years' experience as an Administrative Assistant/Executive Assistant to a member of a senior leadership team; or equivalent combination of education and experience. Proven experience as an executive assistant with exemplary organizational, planning and time management skills.

Certificates, Licenses, Registrations:
Administrative Professional Certification preferred. Florida Notary Public required within six months of hire.

Computer Skills:
Proficiency in office software and technology to create documents, manage databases, and facilitate communication including knowledge of Microsoft Office Suite (Outlook Word, Excel, PowerPoint, Teams, Co Pilot) as well Android and Apple devices and applications, and typing skills with ability to type 60 words per minute.

Language Skills:
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or government regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from executives, board members, staff, and the general public.

Mathematical Skills:
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to create and interpret statistical analysis.

Reasoning Ability:
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Physical Demands: (The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.) While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit and use hands to finger, handle, or feel. The employee is occasionally required to stand; walk; reach with hands and arms, and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required for this job include close vision, peripheral vision, and ability to adjust focus.

Work Environment: (The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.) The noise level in the work environment is usually moderate.

Compensation and Benefits:
This is only a summary of our employee benefits; it is subject to change.

• Medical insurance (PPO) with prescription drug co-pay or HDHP w/HSA
• Supplemental Benefits (hospital confinement, accident and/or cancer)
• Dental insurance
• Vision Insurance
• Life and accidental death/dismemberment insurance (company paid)
• Long term care insurance (company paid)
• Retirement savings plan (TSA/403(b) matching program)
• Short and long term disability insurance (company paid)
• LegalShield (identity protection and more)
• Bereavement leave for family and pets
• Direct deposit
• Credit union availability
• Employee Assistance Program
• Paid time off
• Mileage reimbursement
• In-house continuing education opportunities
• Discounted membership at local area Fitness Center
• Tuition reimbursement
• Other employer-sponsored activities

Avow is a Tobacco Free Organization which includes but is not limited to cigarettes, electronic cigarettes, vaping, cigars, cigarillos, pipes, chewing tobacco, snuff, dip, and loose tobacco smoked via pipe or hookah. And due to the above, Avow will only hire Nicotine Free individuals.

All applicants offered a position are required to complete a screening through the Clearinghouse. For more information, click here