Executive Assistant

HealthEquity, Inc.; United States; Remote; USD 82,780,000 - 103,430,000; Full time

Benefits offered by this job

Medical, dental, and vision

401(k) match

Paid holidays

Paid parental leave

Wellness program incentives

Job summary

HealthEquity, Inc. is seeking an experienced Executive Assistant to support a senior leader, manage complex calendars, travel, and confidential communications.

This remote role includes onboarding via Trailhead and quarterly onsite trainings, with opportunities to mentor other administrative staff. Requires 5+ years of EA experience and strong MS Office skills.

Qualifications

• High school diploma required; 5+ years executive assistant experience preferred.
• Experience supporting senior executives and handling confidential information.

Responsibilities

• Schedule and manage the executive's calendar and travel arrangements.
• Prepare pre-read materials for meetings and coordinate meeting logistics.
• Screen calls, draft correspondence, and manage confidential communications.
• Coordinate onboarding and mentor other Administrative Assistants.
• Support budgeting and expense processes as needed.

Skills

Executive-level support

Calendar management

Travel coordination

Communication skills

MS Office

Education

High school diploma

Associate's or Bachelor's preferred

Tools

MS Office Suite

Email

Job description

Our Mission

Our mission is to SAVE AND IMPROVE LIVES BY EMPOWERING HEALTHCARE CONSUMERS.Come be part of remarkable.

Overview

How you can make a difference

Under limited direction, the Executive Assistant is responsible for providing a variety of confidential and administrative support for a senior level executive. Regularly coordinates meetings and makes travel arrangement decisions for the executive. Manages calendar for executive. Plans, organizes and schedules own work. Composes internal and/or external correspondence; maintains and updates office records; compiles information for reports and presentations; answers telephone calls and emails; files expense reports; purchases office supplies; handles invoicing; May serve as a lead/mentor to other Administrative Assistants in the office.

What you’ll be doing

• Scheduling / Meeting Management:
  • Coordinates the executive's work and personal calendars to minimize conflicts, prevent double bookings, allow for travel time between meetings, and support work life balance.
  • Verifies meeting attendance and sends confirmations as necessary. Prioritizes and delegates meeting invitations.
  • Anticipates work/office time on calendar regularly to assist in the executive's work life balance.
• Maintains detailed reference materials for executive's boards and committees involving local, state, and/or national organizations.
• Prepares daily meeting folders to ensure executive has appropriate pre-read materials for meetings (e.g. agenda, presentations, etc.)
• Attends meetings to assist in meeting logistics, agenda, etc.
• Schedules and coordinates staff meetings of executive's direct reports/leadership team.
  • Acts as the liaison between executive and all direct reports. Schedules meetings and conference rooms, prepares and sequences agendas, plans lunch and dinner arrangements, selects menus, establishes time frames, and secures audio visual equipment. Assures that established schedules are maintained. Follows-up with staff members to collect reports or materials needed by executive for various committees, staff and other meetings.
• Coordinates work and personal travel arrangements for executive that includes flight and hotel reservations, deposits, registration/tour fees and itinerary preparation for extended travel.
• Negotiates meeting fees/costs and contracts with vendors (hotels, restaurants, etc.) and internal departments for leadership and Team Members.
• Communication:
  • Works independently when reviewing, highlighting, prioritizing, and processing executive’s regular and electronic mail. May recap and summarizes mail in a brief, concise manner for quick review by executive. Handles priority mail by telephone or memo. May draft responses for executive use. Initiates routine and non-routine correspondence and memoranda.
  • Screens telephone calls and visitors. Determines best action when screening calls. Greets visitors. Responds to a wide range of routine and complex inquiries.
  • Prepares letters, memos and/or reports, often of a confidential nature. Drafts responses for approval. May compose and send correspondence of moderate complexity without review, such as congratulatory letters, and/or instructions on policies and procedures, and responses regarding receipt of information.
  • Researches /extracts information and supporting data for executive meetings, presentations, seminars, workshops, or conferences on a short-term and long-term basis.
  • Communicates regularly with other internal boards/committees, senior executive leadership and other senior management, executive staff and executives outside the company. May also communicate with the Board(s) of Directors and practices a high level of diplomacy and discretion in all these communications.
  • Provides positive, responsive, professional and timely responses to internal and external communications.
• Administrative Duties:
  • Helps with the on-boarding and office set up for new Team Members.
  • Maintains follow-up system for executive. Initiates due date responses to the CEO and other senior leaders. Maintains and updates office records, rosters, directories and/or manuals, such as: Team Member files, vacation or weekly meeting schedules, and Team Member listings.
  • Compiles information from a variety of sources to prepare standard and ad hoc reports and exhibits. Assembles materials and prepares exhibits for reports, presentations, special projects and other office related activities as directed.
  • Ensures the budget coordinator receives all invoices in a timely manner with the necessary information to process. May assist controller in expense/budget process.
  • Monitors general expenses such as asset management reports, office supply orders, meeting /facilities costs, and travel expenses.
  • Processes check requests, expense advances and reports, and other requisitions. Approves expenses for travel, meetings, etc., as delegated by executives.
  • May advise/mentor other office administrative assistants on department or company policies and procedures and provides assistance and support in the training and development of office administrative assistants.
  • Provides back up service to other administrative assistants in the office.
  • Keeps up to date with HealthEquity procedure changes, HR policy changes, business environment that impact office level plans and strategies.
  • Performs other related duties as assigned

What you will need to be successful

Education and Experience:

• High school diploma, required. Associate's or Bachelor's degree in related field, preferred
• 5 or more years related executive assistant experience, including at least 3 years of experience at the executive support level.

Specialized Knowledge, Skills, and Abilities:

• Knowledge of company policies and organizational structure
• Office planning and administration, and corporate procedures and policies knowledge
• Decision-making skills to evaluate, recommend, and implement solutions to work processing and office management problems
• Excellent verbal and written communication skills to correspond and interact with all levels of management, external company executives, customers, and other contacts
• Ability to proofread own work and work of others for content and format accuracy
• Intermediate mathematical calculation skills. Expert ability to operate personal computer and business software including MS Office Suite (Word, Excel, PowerPoint)
• Ability to train and lead other administrative Team Members in all aspects of office administration

Physical/Mental Requirements and Demands:

• Work requires normal range of hearing, vision and verbal communication skills, with or without a reasonable accommodation.
• Must be able to use a telephone or headset equipment and operate a keyboard and other office equipment, with or without reasonable accommodation.
• Must be able to spend prolonged periods of each workday on the phone
• The ability to perform work at a computer station for 6-8+ hours a day and function in an environment with frequent interruptions is required.
• Must be able to lift and move material weighing up to 20 lbs
• May experience elevated levels of stress during periods of increased activity and with work entailing multiple deadlines.
• To help you succeed in your role and ensure member information stays protected, we require that you maintain a secure and stable work environment, i.e., safeguard client information, cameras on during work meetings, and provide a current updated photo. This is a core value of our culture and an essential job function for each of us.

Travel Requirements:

• Occasional travel to attend training or meetings may be required.

This is a remote position.

Salary Range

$28.85 To $36.06 / hour

Benefits & Perks

The actual compensation offer is determined based on job-related knowledge, education, skills, experience, and work location. This position will be eligible for performance-based incentives as part of the total compensation package, in addition to a full range of benefits including:

• Medical, dental, and vision

• HSA contribution and match

• Dependent care FSA match

• Full-time team members receive a minimum of 18 days of annual PTO and 13 paid holidays per year

• Paid parental leave

• 401(k) match

• Personal and healthcare financial literacy programs

• Ongoing education& tuition assistance

• Gym and fitness reimbursement

• Wellness program incentives

Onboarding & Travel

This is a remote role, with an in-person onboarding training component. New team members must participate in Trailhead, HealthEquity’s immersive onboarding experience Trailhead is designed to foster meaningful connections, support your integration into the organization, and equip you with a strong understanding of our business. Trailhead participation is a key expectation of this role. Trailhead is held onsite at our headquarters once per quarter. HealthEquity covers all required travel and accommodations.

This role may begin with a virtual, self-paced onboarding experience, followed by a mandatory onsite Trailhead session at a later date.

HealthEquity is committed to providing reasonable accommodations to team members with qualifying disabilities. Should you be selected for this role and require an accommodation, we will put you in touch with our Benefits Team so you can begin the accommodation request process.

Why work with HealthEquity

HealthEquity has a vision thatby2030 we will make HSAs as wide-spread and popular as retirement accounts. Weare passionate about providing a solution that allows American families to connecthealth and wealth. Join us and discover a work experience where the person is valued more than the position.

You belong at HealthEquity!

HealthEquity, Inc. is an equal opportunity employer, and we are committed to being an employer where no matter your background or identity – you feel welcome and included. We ensure equal opportunity for all applicants and employees without regard to race,