Executive Assistant

AVAILITY; Jacksonville (FL); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Great Place to Work

401k match program

Unlimited PTO for salaried associates

HSA company contribution

Education reimbursement

Paid Parental Leave

Job summary

Availity, headquartered in Jacksonville, FL, is seeking an Executive Assistant to support the COO and senior leaders. You will manage calendars, coordinate domestic and international travel, prepare expenses, and ensure seamless day-to-day operations in a fast-paced environment.

The role emphasizes collaboration, discretion, and proactive problem-solving, with cross-functional partnership across Legal, IT, HR, Facilities, and Recruiting. Remote work options exist for some roles.

Qualifications

• High School Diploma or GED.
• 3+ years of experience providing administrative support to senior leaders, executives, or leadership teams.
• Experience managing complex calendars, coordinating meetings, and balancing competing priorities in a fast-paced environment.
• Experience arranging travel, processing expense reports, coordinating conferences, and supporting executive scheduling needs.
• Strong organizational skills with attention to detail and discretion in handling confidential information.
• Excellent verbal and written communication skills and ability to collaborate across all levels of the organization.
• Genuine adaptability to changing priorities and high accuracy in a dynamic setting.
• Proficiency with Microsoft Office applications, including Outlook, Teams, Word, Excel, and PowerPoint.

Responsibilities

• Manage complex executive calendars, prioritizing requests and coordinating across multiple leaders.
• Coordinate domestic and international travel arrangements, registrations, itineraries, and logistics.
• Prepare and submit expense reports and reconcile business expenses.
• Act as a trusted partner to executive leaders, ensuring smooth day-to-day operations.
• Organize leadership meetings, team events, and offsites, including venue sourcing and logistics.
• Support onboarding activities and calendar access for new team members.
• Collaborate with Legal, IT, HR, Facilities, and Recruiting to support initiatives.
• Submit IT and access requests and track approvals requiring leadership action.
• Assist with planning team-building activities and organizational events.
• Maintain confidentiality with discretion and professionalism in all interactions.
• Foster relationships across the organization and coordinate executive communications.
• Provide coverage and share best practices with fellow Executive Assistants.

Skills

Calendar management

Travel coordination

Expense reports

Executive support

MS Office proficiency

Communication

Confidential information handling

Scheduling

Education

High School Diploma or GED

Tools

Microsoft Office

Outlook

Teams

Word

Excel

PowerPoint

Job description

Availity delivers revenue cycle and related business solutions for health care professionals who want to build healthy, thriving organizations. Availity has the powerful tools, actionable insights and expansive network reach that medical businesses need to get an edge in an industry constantly redefined by change.

At Availity, we're not just another Healthcare Technology company; we're pioneers reshaping the future of healthcare! With our headquarters in vibrant Jacksonville, FL, and an exciting office in Bangalore, India, along with an exceptional remote workforce across the United States, we're a global team united by a powerful mission.

We're on a mission to bring the focus back to what truly matters - patient care. As the leading healthcare engagement platform, we're the heartbeat of an industry that impacts millions. With over 3 million providers connected to health plans, and processing over 19 billion transactions annually, our influence is continually expanding.

Join our energetic, dynamic, and forward-thinking team where your ideas are celebrated, innovation is encouraged, and every contribution counts. We're transforming the healthcare landscape, solving communication challenges, and creating connections that empower the nation's premier healthcare ecosystem.

Reporting to the Chief Operating Officer (COO), the Executive Assistant will provide comprehensive administrative support to senior leaders within the COO organization, serving as a trusted partner responsible for managing complex calendars, coordinating travel, facilitating meetings, and supporting key business operations. This individual will ensure seamless day-to-day operations and exceptional service across a dynamic, fast-paced environment. This role is best suited for a collaborative professional who thrives in a service-oriented environment, enjoys building strong relationships, and is committed to helping leaders and teams operate effectively. The Executive Assistant will be expected to partner closely with other Executive Assistants to ensure seamless coverage and support for leaders both virtually and during occasional in-office activities and events.

Sponsorship, in any form, is not available for this position.

Location: Jacksonville, FL

Why you want to work on this team:

• Fun, collaborative group with a passion for helping others
• Exposure and opportunity to grow within the Healthcare Industry

To be qualified for this position you have:

• High School Diploma or GED.
• 3+ years of experience providing administrative support to senior leaders, executives, or leadership teams.
• Demonstrated experience managing complex calendars, coordinating meetings, and balancing competing priorities in a fast-paced environment.
• Experience arranging travel, processing expense reports, coordinating conferences, and supporting executive scheduling needs.
• Strong organizational skills with exceptional attention to detail and the ability to manage multiple projects simultaneously.
• Ability to handle highly confidential and sensitive information with professionalism, discretion, and sound judgment.
• Excellent verbal and written communication skills, with the ability to build effective partnerships across all levels of an organization.
• Proven ability to adapt to changing priorities and maintain a high level of accuracy and responsiveness in a dynamic environment.
• Proficiency with Microsoft Office applications, including Outlook, Teams, Word, Excel, and PowerPoint.

What you will be doing:

• Manage complex executive calendars, including scheduling meetings, prioritizing conflicting requests, and coordinating across multiple senior leaders and stakeholders.
• Coordinate domestic and international travel arrangements, conference registrations, itineraries, and related logistics to ensure seamless executive experiences.
• Prepare and submit expense reports and reconcile business expenses in a timely and accurate manner.
• Serve as a trusted partner to executive leaders by anticipating needs, proactively identifying solutions, and ensuring day-to-day administrative operations run smoothly.
• Organize and coordinate leadership meetings, team meetings, offsites, and special events, including venue sourcing, logistics planning, vendor coordination, transportation arrangements, and event execution.
• Support executive onboarding activities by coordinating meet-and-greets, calendar access, introductions, and other administrative setup tasks for new team members.
• Partner with cross-functional teams, including Legal, IT, Human Resources, Facilities, and Recruiting, to support executive and organizational initiatives.
• Submit and track IT requests, service tickets, access requests, and other administrative tasks on behalf of supported leaders.
• Monitor and coordinate executive approvals, ensuring timely review and completion of requests requiring leadership action.
• Assist with planning and execution of team-building activities, leadership offsites, and organizational events that support business objectives and employee engagement.
• Maintain and handle confidential information with the highest degree of discretion, professionalism, and judgment.
• Build effective relationships across all levels of the organization and serve as a key point of coordination for executive communications and operational activities.
• Collaborate closely with other Executive Assistants to provide seamless executive support, share best practices, and ensure coverage for leadership activities and office events.
• Adapt quickly to changing priorities, shifting schedules, last-minute meeting requests, and evolving business needs while maintaining exceptional attention to detail and customer service.
• Provide occasional in-office support for executive visits, leadership meetings, and organizational events as business needs require.

What Success Looks Like:

• You act as a strategic administrative partner who keeps executives highly organized and focused on business priorities.
• You demonstrate flexibility and composure in a fast-paced environment where priorities frequently shift.
• You operate with a strong team-first mindset and willingly partner with fellow Executive Assistants to ensure outstanding support across the organization.
• You build trust through professionalism, reliability, discretion, and exceptional execution.

Availity culture and benefits:

• Availity is a certified "Great Place to Work"! Culture is important to us and there are many ways for you to make your mark here!
• We have several Culture teams, a Young Professionals Group, and various ways to engage with fellow Availity associates - if you're near Jacksonville, we have lots of pop up lunches where lunch is provided for everyone when we can see meetings are taking place and we've got teams in the office.
• Availity is a culture of continuous learning. We have many resources and experts in our tech stack, our industry and your function that can help get you there too!
• We offer a competitive salary, bonus structure, generous HSA company contribution, healthcare, vision, dental benefits and a 401k match program that you can take advantage of on day one!
• We offer unlimited PTO for salaried associates + 9 paid holidays. Hourly associates start at 19 days of PTO and go up from there with all the same holiday benefits.
• Interested in wellness? We allow our associates to reimburse up to $250/year for gym memberships, participation in racing events, weight management programs, etc.
• Interested in furthering your education? We offer education reimbursement!
• Availity offers Paid Parental Leave for both moms and dads, both birth parents and adoptive parents.
• Want to work for an organization that gives back to the community? You're at the right place! Availity partners with various organizations, both locally and nationally, to raise awareness, funds and morale as our staff members volunteer their time and funds to engage the organization's campaign.

Interview process:

• Recruiter Recorded Video Pre-Screen
• Onsite Interview with CHRO and Colleague / Executive Assistant
• Final Video with COO

Video Camera Usage

Availity fosters a collaborative and open culture where communication and engagement are central to our success. As a remote first company, we are also camera-first and provide all associates with camera/video capability to simulate the office environment. If you are not able to use your camera for all virtual meetings, you should not apply for this role.

Having cameras on helps create a more connected, interactive, and productive environment, allowing teams to communicate more effectively and build stronger working relationships. The usage of cameras also enhances security and protects sensitive company information. Video participation is required to ensure that only authorized personnel are present in meetings and to prevent unauthorized access, data breaches, preventing social engineering, or the sharing of confidential information with non-participants.

Disclaimers

Availity is an equal opportunity employer and makes decisions in employment matters without regard to race, religious creed, color, age, sex, sexual orientation, gender identity, gender expression, genetic information, national origin, religion, marital status, medical condition, disability, military service, pregnancy, childbirth and related medical conditions, or any other classification protected by federal, state, and local laws and ordinances.

Availity is a drug-free workplace. Candidates are required to pass a drug test before beginning employment.

NOTICE: Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. When required by state law or federal regulation, Availity uses I-9, Employment Eligibility Verification in conjunction with E-Verify to determine employment eligibility. Learn more about E-Verify at http://www.dhs.gov/e-verify.

Click the links below to view Federal Employment Notices.

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