EXECUTIVE ASSISTANT AND BOARD LIAISON

Overview To 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 Avows core values. 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; maintains confidentiality and exercises discretion; performs general administrative tasks including filing, copying, scanning, and data entry as needed. Board & Meeting Coordination: Manages board administration, builds agendas, collects and uploads documents, and distributes materials; ensures timely preparation and distribution of agendas and meeting packets for Board and Committee Chairs and the Executive Leadership Team; attends meetings as needed and takes, prepares, and distributes accurate minutes; manages Board Room and related calendars; 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; secures efficient and cost-effective travel options. Event Planning & Hospitality: Coordinates logistics for executive and Board-level meetings and events; greets visitors and Board members professionally and ensures hospitality needs are met. Problem Solving & Initiative: Proactively identifies and resolves administrative or scheduling issues; demonstrates initiative, flexibility, and resourcefulness in day-to-day responsibilities. Other Duties: Supports special projects and performs other duties as assigned in support of executive and organizational needs. Qualifications and Skills Education and Experience: Associates degree; or four to five years experience as an Administrative Assistant/Executive Assistant to a member of a senior leadership team; or an equivalent combination of education and experience. Proven experience as an executive assistant with exemplary organizational, planning, and time management skills. Certificates, Licenses, Registrations: Administrative Professional Certification preferred. Florida Notary Public required within six months of hire. Computer Skills: Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams, Copilot) and familiarity with Android and Apple devices; typing speed of 60 words per minute. Language Skills: Ability to read, analyze, and interpret general business materials; ability to write reports, business correspondence, and procedure manuals; ability to present information and respond to questions from executives, board members, staff, and the public. Mathematical Skills: Ability to perform basic arithmetic, rates, ratios, and percent calculations; ability to create and interpret statistical analysis. Reasoning Ability: Ability to solve practical problems and interpret various instructions in written, oral, diagram, or schedule form. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The employee is regularly required to talk or hear, sit, and use hands; may stand, walk, reach with hands and arms, and stoop or crouch occasionally. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities include close vision, peripheral vision, and the ability to adjust focus. Work Environment The work environment is typically moderate in noise level. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Compensation And Benefits This is only a summary of our employee benefits; it is subject to change. Medical insurance (PPO) with prescription drug co-pay or HDHP w/HSA Supplemental Benefits (hospital confinement, accident and/or cancer) Dental insurance Vision Insurance Life and accidental death/dismemberment insurance (company paid) Long term care insurance (company paid) Retirement savings plan (TSA/403(b) matching program) Short and long term disability insurance (company paid) LegalShield (identity protection and more) Bereavement leave for family and pets Direct deposit Credit union availability Employee Assistance Program Paid time off Mileage reimbursement In-house continuing education opportunities Discounted membership at local area Fitness Center Tuition reimbursement Other employer-sponsored activities Avow is a Tobacco Free Organization and will only hire Nicotine Free individuals. Seniority level Mid-Senior level Employment type Other Job function Administrative Industries: Hospitals and Health Care Referrals increase your chances of interviewing at Avow, Inc. by 2x #J-18808-Ljbffr