USAble Life

Executive Administrator

USAble Life

full-time

Posted on:

Location Type: Hybrid

Location: Jacksonville • Florida • United States

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Salary

💰 $63,000 - $90,000 per year

About the role

  • Manage complex executive calendars, schedule and prioritize meetings, and proactively resolve conflicts
  • Coordinate executive travel arrangements, prepare itineraries and reconcile related expenses
  • Prepare and submit expense reports, track paid time off, assist with invoice processing and with corporate credit card reconciliation for expenses
  • Support meeting logistics by drafting, editing, and preparing various documents, including reports, presentations, memos and spreadsheet as well as document distribution and follow-up
  • Attend executive meetings to prepare, document and record key discussion points, decisions, and specific action items to create useful records and follow-up for leaders
  • Serve as a liaison between executives and internal/external stakeholders with professionalism and discretion
  • Provide high-level support on special projects or initiatives
  • Coordinate activities and share selective information with Executive Assistants for seamless alignment
  • Facilitate notarized signatures for executives
  • Assist with budget tracking, reporting and monitoring departmental spend
  • Process and code invoices; ensure accuracy, compliance and timely submission
  • Reconcile expenses against budget allocations and support executives during budget planning cycle
  • Coordinate in-person meeting logistics including room setup, catering, visitor access and technology needs.
  • Serve as point of contact for Jacksonville office facility/operations needs (e.g., supplies, maintenance requests, access to office including badge requests for visitors)
  • Ensure the office environment is welcoming, organized, and ready for executive and team use
  • Partner with corporate services or property management as needed for facility-related tasks, securing conference and room locations
  • Performs other related duties and responsibilities as assigned

Requirements

  • Ability and willingness to be on-site in Jacksonville as needed (typically 1-2 times per month but based on meeting schedules and need of the executives)?
  • Active Florida Notary Public license (or ability to obtain within 30 days of hire)
  • Familiar with budgeting, invoicing or financial coordination
  • Strong organizational and time-management skills
  • Exceptional attention to detail and ability to manage multiple priorities
  • Excellent interpersonal and communication skills and ability to interact with senior leaders
  • Proficiency in Microsoft Office Suite and expense/calendar management tools
  • Ability to plan and execute tasks with a high degree of independence
  • Maintain strict confidentiality, integrity and discretion in handling sensitive information in all aspects of the role
  • Ability to perform proficiently in a remote/online environment
  • Experience providing high-level administrative and strategic support to multiple executives simultaneously
  • Comfort with hybrid work environments and cross-functional collaboration
  • A proactive mindset and a service-oriented approach
Benefits
  • A culture that values employees and celebrates, empowers, and inspires a diverse workforce
  • Outstanding and affordable benefits package
  • PTO provided at date of hire
  • 11 paid holidays
  • 401(k) with up to 6% match; fully vested from day 1
  • Remote opportunities with company-provided equipment
  • Team-oriented, collaborative group of peers
  • Career advancement opportunities
  • Tuition Reimbursement
  • Employee Assistance Program
  • Inclusion Council and Employee Resource Groups
  • Recharge Days and Volunteer Time Off
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
budgetinginvoicingfinancial coordinationexpense reportingcalendar managementdocument preparationmeeting logisticsnotarizationrecord keepingproject support
Soft Skills
organizational skillstime-management skillsattention to detailinterpersonal skillscommunication skillsindependenceconfidentialityintegritydiscretionproactive mindset
Certifications
Florida Notary Public license