Executive Administrative Assistant

Florida Blue•Jacksonville, FL

1h•$32 - $52

About The Position

The Executive Administrative Assistant provides advanced, diversified, and confidential administrative support to an executive leader and staff. The role manages complex calendars and meeting logistics, coordinates conferences and meetings, and prepares high-quality presentations, spreadsheets, reports, and correspondence. Responsibilities also include time and expense reporting, budget and administrative compliance, and maintaining computer- and paper-based filing systems. The assistant is expected to anticipate executive needs, resolve operational challenges proactively, support special projects, and communicate professionally and confidentially with people at all levels inside and outside the Company. The position requires advanced Microsoft 365 skills and the ability to use AI tools responsibly in executive workflows. This includes protecting confidential information and verifying AI-generated content, as well as working knowledge of Claude Desktop and Claude Projects. A high school diploma or GED is required. The role is sedentary, with occasional exertion of up to 10 pounds. The stated hourly pay range is $32–$52, with a typical hourly range of $32–$40.

Requirements

At least 5 years of diversified administrative experience, including at least 1 year of progressively responsible experience.
Advanced proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams.
Ability to produce accurate, executive-ready materials in SharePoint, OneDrive, and Microsoft 365 on short timelines.
Experience using organizational skills to support management-team and client needs, with a focus on execution, accuracy, and efficiency.
Ability to work flexible hours or schedules to meet business needs.
Demonstrated experience using AI integrated with the Microsoft suite to solve business problems and improve efficiency.
Working knowledge of Claude Desktop, including effective prompting and use of Claude Projects for executive workflows.
Sound judgment in responsible AI use, including protecting confidential information and checking AI-generated names, numbers, and dates.
Working financial acumen, including the ability to read, reconcile, and summarize budgets, expense reports, and financial data, and to support timely, accurate time and expense processing.
High school diploma or GED.

Nice To Haves

Advanced Microsoft 365 skills, including Excel PivotTables, XLOOKUP, advanced formulas, Power Query, and basic financial modeling; PowerPoint materials for CEO and board audiences; long-form Word documents; and SharePoint and Teams site management.
Demonstrated use of AI integrated with Microsoft tools to address operational problems, including compiling inbox, calendar, and meeting information into daily briefings and converting raw data into executive summaries.
Strong financial acumen, including budget tracking, variance analysis, expense and invoice review, and concise financial summaries for executive review.
Advanced proficiency with Claude Desktop, including creating and managing Claude Projects, building and maintaining reusable skills, and using Microsoft 365 connectors for email, calendar, and SharePoint content.
Skill in prompt and context engineering, with disciplined verification of AI output before it reaches an executive.
Ability to document, share, and coach others on AI practices, including maintaining a team library of reusable prompts and skills.
Microsoft Office Specialist: Expert (Microsoft 365 Apps) certification.

Responsibilities

Provide advanced, diversified, and confidential administrative support for the executive leader and staff.
Receive, screen, and handle correspondence, including confidential or sensitive material.
Coordinate conferences and meetings, manage complex calendars, and communicate meeting logistics and agendas to involved parties.
Compose and proofread correspondence and produce presentations, spreadsheets, and reports.
Manage expense reports, budgets, and administrative compliance.
Create and maintain computer- and paper-based filing and organization systems.
Maintain knowledge of organizational policies, procedures, and resources.
Complete or participate in special projects as needed.
Interact professionally and confidentially with individuals at all levels within and outside the Company.
Anticipate executive needs and proactively resolve operational challenges.
Support timely and accurate time and expense processing.
Use AI responsibly in business workflows, protecting confidential information and validating generated content for accuracy.