EXECUTIVE ADMINISTRATIVE ASSISTANT

Avow Hospice•Naples, FL

13h•$65,000 - $75,000•Onsite

About The Position

To perform this job successfully, an individual will provide high-level administrative and organizational support to senior executives, managing their schedules, coordinating travel, and drafting documents. 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 will provide a wide range of operational support to the President & CEO, 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.

Requirements

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.
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 as Android and Apple devices and applications, and typing skills with ability to type 60 words per minute.
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.
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.
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.

Nice To Haves

Administrative Professional Certification preferred.
Florida Notary Public required within six months of hire.

Responsibilities

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.
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.
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.
Coordinates complex travel arrangements for executives, including flights, accommodations, ground transportation, and itineraries.
Ensures the most efficient and cost-effective travel options are secured.
Assists in coordination of logistics for executive and Board-level meetings and events.
Greets visitors professionally; ensures hospitality needs are met.
Proactively identifies and resolves administrative or scheduling issues.
Demonstrates a high level of initiative, flexibility, and resourcefulness in performing day-to-day responsibilities.
Supports special projects and performs other duties as assigned in support of executive and organizational needs.