Executive Assistant

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.

About the role

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.

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

Requirements

• 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.

Responsibilities

• 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.

Benefits

• Competitive salary and bonus structure
• Generous HSA company contribution
• Healthcare, vision, and dental benefits
• 401k match program available from day one
• Unlimited PTO for salaried associates + 9 paid holidays (hourly associates start at 19 days of PTO)
• Up to $250/year reimbursement for gym memberships, racing events, weight management programs, etc.
• Education reimbursement
• Paid Parental Leave for both birth and adoptive parents
• Opportunities to engage in community volunteer initiatives and fundraising campaigns

Availity is a certified "Great Place to Work" with a culture of continuous learning and multiple ways to engage with fellow associates, including Culture teams, Young Professionals Group, and pop-up lunches.