Executive Administrator - Primarily Remote in Jacksonville

When it comes to making a meaningful difference in the lives of our customers and employees, USAble Life is always ready. We are a diverse group of individuals working together to go the extra mile. Through our DEI initiatives, employees feel empowered to bring their talents and voice to our culture.

Our passion for delivering the best products is matched only by our passion for our people. We are committed to making a meaningful difference in the lives of others which extends beyond our office walls. USAble Life has a long tradition of supporting our communities, and we're proud of the fact that our employees share that commitment.

We have been recognized as a "Best Places to Work" in Arkansas, Florida, and Hawaii. You'll be rewarded with opportunities for personal and professional development and opportunities for advancement. This, coupled with our engaging culture and a comprehensive benefits package, ensures we are committed to our employees.

Check out how we make a meaningful difference in the lives of others!

https://player.vimeo.com/video/518665804

What We Offer You:

• 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
• This is a hybrid position requiring some on site work.

Life Takes You Places! Are you ready to join us?

The starting base salary range for an Executive Administrator is $63,000 to $90,000. Actual salaries will vary by geographic location and are based on factors such as candidate's qualifications, experience, skills, competencies, and company tenure & equity. In addition to base compensation, this role is eligible for a annual incentive plan based on company performance and individual performance.

Executive Administrator Overview

The Executive Administrator provides high-level support to various senior Executives by managing administrative functions, project coordination, budget oversite, and facilitating communication and presentations. This hybrid role balances traditional administrative responsibilities with financial tracking and operational coordination. Additionally, it acts as a critical liaison between senior Executives and various internal and external stakeholders.

Essential Duties:

• 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

Required Knowledge, Skills and Abilities:

• 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 executive 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

Required Education and Experience:

• Bachelor's Degree in related field or equivalent military experience - related experience can substitute
• 5 years' experience in executive support and high level executive office coordination

Preferred Education and Experience:

• Certification(s) may be desired

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