Executive Assistant

Job Description

Job Description

We are seeking an Executive Assisrant to join our team at Independent Living Systems (ILS). ILS, along with its affiliated health plans known as Florida Community Care and Florida Complete Care, is committed to promoting a higher quality of life and maximizing independence for all vulnerable populations.

About the Role:

The Executive Assistant plays a pivotal role in ensuring the smooth and efficient operation of the executive office. This position is responsible for managing complex calendars, coordinating travel arrangements, and facilitating communication between executives and internal or external stakeholders. The Executive Assistant acts as a gatekeeper, prioritizing and organizing meetings and correspondence to optimize the executive’s time and productivity. Additionally, this role supports the preparation of presentations and reports, often utilizing Microsoft Office tools to deliver polished and professional materials. Ultimately, the Executive Assistant contributes to the overall effectiveness of the leadership team by providing comprehensive administrative support and anticipating the needs of the executives they serve.

Minimum Qualifications:

• Associate degree in business administration, or related field
• Proven experience as an Executive Assistant or in a similar administrative role.
• Proficiency in Microsoft Office Suite, including Word and PowerPoint.
• Strong organizational and time management skills with the ability to manage multiple priorities.
• Ability to handle confidential information with discretion and professionalism.
• Relevant experience may substitute for the educational requirement on a year-for-year basis.

Preferred Qualifications:

• Bachelor's degree in business administration, or related field.
• Experience working in the Health Care Services industry or a related field.
• Familiarity with specialized scheduling and travel management software.
• Experience with Microsoft Excel or other data management tools.
• Demonstrated ability to work effectively in a fast-paced, dynamic environment.

Responsibilities:

• Manage and maintain executives’ calendars, scheduling appointments, meetings, and events with attention to detail and priority.
• Coordinate complex travel arrangements including flights, accommodations, and transportation to ensure seamless itineraries.
• Prepare, edit, and format presentations and documents using Microsoft PowerPoint and Word to support executive communications.
• Arrange and facilitate meetings, including preparing agendas, taking minutes, and following up on action items.
• Provide general administrative assistance such as handling correspondence, managing files, and supporting special projects as needed.