EXECUTIVE ADMINISTRATIVE ASSISTANT

Job DetailsJob Location: Avow Collier County - Naples , FL 34105Salary Range: $70,000.00 - $85,000.00 Salary/yearTo perform this job successfully, an individual will provide high-level administrative and organizational support to senior executives, managing their schedules, coordinating travel, drafting documents, and acting as a liaison between the executives, the board of directors, and others. Key responsibilities include maintaining confidentiality, managing communications, planning meetings, preparing reports, and assisting with special projects to ensure the executives can focus on core responsibilities and organizational goals. The Executive Assistant must demonstrate an ability to anticipate needs, identify process improvements, implement efficient administrative systems and demonstrate competency in each of Avow’s core values. The requirements listed below are representative of the knowledge, skill, and ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Job Summary:
The Executive Assistant and Board of Directors Liaison will provide a wide range of operational support to the President & CEO, Avow Board of Directors, Chief Financial Officer, Chief Clinical Officer, and Chief Compliance Officer including the coordination of activities with internal and external parties. This position requires analytical skills as well as experience with administration, communication and internal and external relations. This role requires discretion, initiative, professionalism, and the ability to handle multiple priorities with accuracy and confidentiality.

Job Duties:
Calendar & Meeting Management
• Plans, schedules, and manages activities using Microsoft Outlook/Office 365 and other applicable tools.
• Exercises sound judgment in scheduling meetings, managing multiple requests, and resolving calendar conflicts promptly.
• Coordinates internal and external meetings, ensuring agendas, materials, and logistical arrangements are in place.

Communication & Correspondence
• Serves as a primary point of contact between executives, staff, vendors, clients, and stakeholders.
• Manages incoming and outgoing correspondence, ensuring timely and appropriate responses.
• Answers and screens phone calls professionally, takes accurate messages, and follows up as needed.

Administrative Support
• Prepares, edits, and formats reports, presentations, and other documents, ensuring they are accurate and professionally presented.
• Maintains confidentiality and exercises discretion in all interactions and communications.
• Performs general administrative tasks, including filing, copying, scanning, and data entry, as needed.

Board & Meeting Coordination
• Responsible for board management administration to manage meetings, build agendas, collect and upload documents, and distribute materials.
• Ensures timely preparation and distribution of agendas, meeting packets, and other materials for Board and Committee Chairs and the Executive Leadership Team.
• Attends Board and Committee meetings as needed; takes, prepares, and distributes accurate meeting minutes utilizing conventional methods as well as Artificial Intelligence.
• Manages Board Room and Ispiri Community Center calendars; ensures meeting rooms are properly prepared.
• Prepares and updates monthly and quarterly presentations for the Board of Directors.

Travel & Logistics
• Coordinates complex travel arrangements for executives, including flights, accommodations, ground transportation, and itineraries.
• Ensures the most efficient and cost-effective travel options are secured.

Event Planning & Hospitality
• Coordinates logistics for executive and Board-level meetings and events.
• Greets visitors and Board members professionally; ensures hospitality needs are met.

Problem Solving & Initiative
• Proactively identifies and resolves administrative or scheduling issues.
• Demonstrates a high level of initiative, flexibility, and resourcefulness in performing day-today responsibilities.

Other Duties
• Supports special projects and performs other duties as assigned in support of executive and organizational needs.

Core Values:
Integrity:
We are honest, hardworking professionals driven solely by the well-being of our patients and their loved ones and the community we serve.

Education:
We believe it is important not only to serve the community but to educate community members about our services and the role we play at the end of life.

Innovation:
We embrace change and are always looking at creative ways to solve problems and serve our population.

Collaboration:
We know we cannot achieve everything we want without working hand-in-hand with each other with our healthcare partners and with the community.

Celebration:
We believe in the importance of celebrating life and relationships.
QualificationsEducation and / or Experience:
Associate’s degree; or four to five years’ e