Executive Administrative Assistant

Jobtailor; Jacksonville (FL); On-site; USD 55,000 - 75,000; Full time

Job summary

Jobtailor in Jacksonville, FL seeks an experienced Executive Administrative Assistant to support senior leadership with confidential, high-volume tasks. You will manage complex calendars, coordinate meetings, and prepare professional documents and reports.

The role requires 4+ years in similar roles, strong MS Office skills, and the ability to handle multiple executives. Healthcare or insurance industry exposure is a plus, with flexibility for travel and varied hours.

Qualifications

• 4+ years’ experience as an Executive Administrative Assistant or similar role supporting senior leadership.
• Proven ability to support several executives simultaneously.
• Diversified administrative experience with progressive responsibilities.
• Experience with MS Office products, including Word, Excel or PowerPoint.
• Strong organizational skills focused on execution, accuracy and efficiency.
• Ability to manage timelines, deliverables, and project tools, including event coordination platforms.

Responsibilities

• Provide advanced, confidential administrative support for executive leaders and staff.
• Receive, screen, and handle confidential telephone, mail, email, publications and correspondence.
• Coordinate conferences and meetings and manage complex calendars.
• Prepare and proofread correspondence, and produce presentations, spreadsheets, and reports.
• Manage expense reports, budgets, and administrative compliance.
• Create and maintain filing systems and knowledge of organizational policies.
• Support special projects and interact with internal and external stakeholders.

Skills

Executive Administrative Support

Microsoft Office Suite

Project Management Software

Event Coordination

Healthcare Industry Experience

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

AI Tools

Automation Platforms

Job description

• Provide advanced, diversified, and confidential administrative support for executive leaders and staff
• Receive, screen, and handle confidential or sensitive telephone calls, mail, email, publications, and correspondence
• Coordinate conferences and meetings
• Manage complex calendars and communicate meeting logistics and agendas
• Compose and proofread correspondence
• 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
• Interact professionally and confidentially with individuals inside and outside the Company
• Anticipate executive needs and proactively resolve operational challenges

Requirements

• 4+ years’ experience as an Executive Administrative Assistant or similar role supporting senior leadership
• Proven ability to support several executives simultaneously
• Diversified administrative experience, including one or more years of progressively responsible experience
• Experience working with Microsoft Office products, including Word, Excel or PowerPoint
• Experience leveraging organizational skills to support management team and client needs, focusing on execution, accuracy and efficiency
• Ability to manage project timelines, deliverables, and tools such as project management software and event coordination platforms
• Must be able to work flexible hours/schedule to meet business needs
• Must be able to travel to multiple locations for work, including meetings, events, and conferences
• Sedentary work capability, exerting up to 10 pounds of force occasionally
• Preferred: 10+ years’ experience supporting senior leadership
• Preferred: Experience in healthcare or insurance industry
• Preferred: Experience with executive-level strategic planning and business operations
• Preferred: Experience leveraging AI tools and automation platforms

Core Competencies

Demonstrates advanced administrative support capabilities, including managing complex calendars, coordinating meetings, and producing professional documents. Proficient in leveraging organizational skills and project management tools to enhance executive operations and ensure compliance.

Highest-signal resume keywords

• Executive Administrative Support
• Microsoft Office Suite
• Project Management Software
• Event Coordination
• Healthcare Industry Experience

Hard Skills

• Calendar Management
• Document Production
• Budget Management
• Expense Reporting
• Confidential Correspondence

Soft Skills

• Professional Communication
• Organizational Skills
• Proactive Problem Solving

Industry Keywords

• Healthcare
• Insurance
• Executive-Level Strategic Planning
• Business Operations

Tools & Technologies

• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• AI Tools
• Automation Platforms