Hybrid Executive Administrator

at USAble Life

• Job title: Executive Administrator
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: $63,000 - $90,000 per year
• Degree requirement: Bachelor's Degree
• Location requirements: Hybrid, Jacksonville, United States

About the role

• Executive Administrator providing high-level support to senior executives at USAble Life. Managing administrative functions, project coordination, budget oversight, and facilitating communication.

Responsibilities

• 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

Requirements

• 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 execute 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

Benefits

• 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