Executive Administrative Assistant

Unified Women's Healthcare • UNAVAILABLE, Florida

1d • Hybrid

About The Position

The Executive Administrative Assistant provides high-level administrative, operational, and business support to designated C-suite executive leader(s) in a primarily remote capacity. This role supports management and general business operations by independently managing executive workflow, prioritizing competing business needs, coordinating confidential executive matters, and exercising discretion and sound judgment in determining appropriate action, escalation, and follow-through. The position serves as a trusted administrative partner to assigned C-suite executive leader(s), applying independent judgment, organization, discretion, and executive presence to support leadership priorities, sensitive business needs, and matters of significance. The role evaluates competing priorities, anticipates executive needs, coordinates information needed for decision-making, and resolves non-routine administrative and business support issues within established parameters. The role does not provide ongoing onsite office operations support, but may occasionally provide onsite support for C-suite meetings, board or executive leadership events, or business needs as requested.

Requirements

• Bachelor's degree in Business Administration, Management, Communications, or a related field required.
• 4-7 years of administrative, executive assistant, office coordination, or related experience required.
• Experience supporting C-suite executive leader(s) or equivalent senior executive leadership required.
• Demonstrated ability to independently manage executive workflow, prioritize competing business needs, exercise discretion and independent judgment, and determine appropriate action or escalation on matters of significance.
• Ability to handle highly confidential executive, board, governance, financial, employee, legal, and business information with professionalism, discretion, sound judgment, and appropriate independent decision-making.
• Ability to gather, organize, synthesize, and present information to support executive decision-making, leadership planning, governance discussions, and management operations.
• Ability to resolve non-routine administrative and business support matters within established parameters and recommend appropriate courses of action to C-suite executive leadership.
• Strong written and verbal communication skills with the ability to prepare accurate, polished, and timely materials.
• Highly organized with strong attention to detail, follow-through, time management, and prioritization skills.
• Proficiency with Microsoft Office, Outlook, Teams, virtual meeting tools, and other business systems used to support executive workflow.
• Ability to provide primarily remote administrative support for designated C-suite executive leader(s).
• Ability to provide occasional onsite support for C-suite executive meetings, board or executive leadership events, or business needs as requested.

Responsibilities

• Independently manage complex calendars for assigned C-suite executive leader(s), including evaluating competing priorities, resolving scheduling conflicts, determining appropriate sequencing of commitments, and adjusting schedules based on executive direction, business impact, confidentiality, and urgency.
• Coordinate travel arrangements, including itineraries, logistics, lodging, transportation, and related documentation.
• Prepare and process expense reports while ensuring compliance with company policies.
• Identify, prioritize, and coordinate executive follow-up items, routine deliverables, and time-sensitive business requests, determining appropriate next steps or escalation based on urgency, confidentiality, and business significance.
• Serve as a professional point of contact for internal and external stakeholders, exercising discretion and independent judgment when triaging requests, protecting confidential information, and determining whether matters should be addressed directly, redirected, or escalated.
• Draft, edit, format, and coordinate executive communications, presentations, reports, and meeting materials that support leadership decision-making, business planning, governance discussions, and management operations.
• Prepare agendas, meeting materials, notes, action item summaries, and follow-up documentation by gathering, organizing, and synthesizing information needed by C-suite executive leadership.
• Review materials prepared on behalf of C-suite executive leadership for accuracy, professionalism, timeliness, confidentiality, and alignment with executive priorities before distribution.
• Manage communication flow between assigned C-suite executive leader(s), internal teams, board or governance stakeholders, external partners, and key business contacts by determining appropriate routing, response timing, confidentiality level, and escalation path.
• Coordinate meetings, leadership forums, and business reviews, including scheduling, logistics, materials, documentation, and follow-up.
• Track action items, deadlines, and executive deliverables; independently monitor progress, identify risks to timely completion, and follow up with appropriate stakeholders to support business continuity and leadership priorities.
• Maintain organized records, files, contact lists, meeting documents, and other administrative resources.
• Investigate and resolve non-routine administrative and executive support issues within established parameters, escalating matters of broader business, financial, legal, employee, or reputational significance when executive direction is required.
• Provide high-level executive administrative support in a primarily remote work environment, independently managing workflow, information, deadlines, stakeholder communication, confidentiality, and follow-through with limited day-to-day supervision.
• Coordinate virtual and hybrid meetings, including scheduling, agendas, materials, technology coordination, attendance tracking, notes, and follow-up actions.
• Provide occasional onsite meeting support for C-suite executive meetings, board or executive leadership events, or business needs, as requested and based on business need.
• Partner with Facilities, IT, Security, HR, and other support teams as needed to coordinate meeting logistics or resolve routine administrative needs.
• Anticipate executive and meeting needs, identify gaps in materials or logistics, and take appropriate action to ensure meetings and leadership interactions are organized, professional, confidential, and aligned with supported leader expectations.
• Other duties as assigned.

Benefits

• Medical, dental, and vision plans, fertility benefits, and supplemental insurance options.
• Vacation, personal days, and paid holidays to help you recharge.
• 401(k) with employer contribution, plus Flexible Spending Accounts (FSAs) and Health Savings Accounts (HSAs).
• Short- and long-term disability, paid parental leave, basic life insurance, and optional additional coverage.
• Employee Assistance Program, commuter benefits, pet insurance, and identity theft protection.
• Opportunities and resources to support your career growth.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive