Executive Assistant to COO | Strategic Admin Partner

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, 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.