Executive Assistant

Company: One Call
Location: Jacksonville
Posted on: September 18, 2023

Job Description:

Executive AssistantWe're looking for colleagues who are ready to Think Big, Go Fast, Deliver Awe, and Win Together. These core values embody our diverse and inclusive culture and help us live out our mission of "getting people the care they need when they need it." Over the last 30 years, our company has established itself as the market leader in managed care for the workers' compensation industry. We are committed to making a positive impact in the lives of the injured workers we serve, and we have fun doing it. Salary Range: $66100 - $109100 SalaryThis compensation range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certifications; and other business and organizational needs. The disclosed range estimate has not been adjusted for the applicable geographic differential associated with the location at which the position may be filled. At One Call, it is not typical for an individual to be hired at or near the top of the range for their role and compensation decisions are dependent on the facts and circumstances of each case. A reasonable estimate of the current range is $66100 - $109100 SalaryBenefits Summary: In return for your commitment to our company's mission, we offer a vast array of benefits to help support the whole you.

• Opportunities to work from home
• Competitive wages with opportunities to earn annual merit increases
• Paid development hours to use for professional and community development!
• Generous paid time off, 8 company holidays, and 2 floating holidays per year
• $1,000 Colleague Referral Program
• Enterprise Recognition Program rewarding colleagues for their extraordinary work
• Exclusive discounts on travel, activities, and merchandise via work discount program
• Colleague Assistance Program that provides free counseling and financial services
• Tuition Reimbursement Program including certifications
• Quantum Health: A healthcare navigation platform to help our colleagues make the best, most cost-effective healthcare decisions
• Medical, dental, and vision insurance
• Pre-Tax FSA and HSA health savings accounts
• 401(k) matching
• Company paid life insurance
• Company paid short term and long-term disability
• Referral program
• Healthcare concierge
• The One Call Foundation which aims to help colleagues during unexpected emergencies, from car accidents to natural disasters. The executive assistant provides general administrative support and assistance to members of the company's executive leadership team. The executive assistant will be a supportive force who empowers our senior leadership while simultaneously be a proactive problem solver with exceptional communication skills and meticulous attention for details. Given the dynamic nature of the executive landscape, we rely on executive assistants to be flexible and consistent while maintaining the confidentiality of high-level systems and operations. GENERAL DUTIES & RESPONSIBILITIES: Make It Happen: (50%)
  • Responsible for scheduling activities including the management and coordination of all meeting requests and resolving calendar conflicts as they arise for the company executives, including the CEO and CPO
  • Draft, review, and send communication on behalf of the company executives.
  • Coordinates and responsible for preparation of board of directors meeting materials
  • Keeps the executives informed of upcoming commitments and planned activities to ensure smooth day-to-day engagements with colleagues, clients, and other key stakeholders.
  • Coordinates logistics for meetings such as reserving conference room space, booking external venues as needed, assisting with agenda preparation, ensuring that guests have access to the building, etc.
  • Takes notes during meetings and send out meeting recaps/minutes as requested. Delight Stakeholders: (25%)
    • Arrive every day inspired to make a positive impact for customers and provide memorable support.
    • Reserves airfare, hotel accommodations, and other transportation needs via the company's web-based booking system. Creates travel itineraries and coordinates adjustments and rescheduling as needed.
    • Coordinates technology needs for the executives such as submitting ticket requests for new equipment, service/support requests, etc.
    • Coordinates catering needs as requested.
    • Plans or assists with the planning of events such as holiday parties, sales meetings, team meetings, etc.
    • Maintains email distribution lists and department rosters and organizational charts. Bring Your Best Self: (25%)
      • Contribute with compassion and exemplify One Call's vision and mission through every action.
      • Performs work under minimal supervision, exercising independent judgment and decisioning-making to resolve support matters.
      • Greets guests and serves as a professional representative of the executive leadership team.
      • Completes special projects and various administrative activities as needed and assigned. EDUCATIONAL AND EXPERIENCE REQUIREMENTS:
        • 5 or more years of experience working as an executive assistant. GENERAL KNOWLEDGE, SKILLS & ABILITIES:
          • Exceptional customer service skills
          • Excellent organizational skills
          • Ability to multitask and work effectively in a fast-paced, dynamic environment.
          • Ability to build relationships and interact with individuals at all levels, both inside and outside the organization
          • Excellent verbal and written communication skills while being extremely detail oriented.
          • Excellent judgment and problem-solving abilities
          • Proficient in MS Word, Excel, PowerPoint, Outlook, and Microsoft Teams
          • Ability to maintain confidentiality on topics of sensitive nature. PHYSICAL/EMOTIONAL DEMANDS & WORK ENVIRONMENT:
            • Most work completed remotely but will require work in the office on occasion as board and executive team member meetings require. Typically no more than 2 weeks per quarter, but subject to change as business needs required.
            • For roles located in office or home settings, this job is primarily sedentary and may involve repetitive motions. The employee is regularly required to sit, use hands and fingers, speak, and hear.
            • For roles located in the field, this job is primarily active. The employee is regularly mobile and must be able to utilize transportation (such as driving), sit, use hands and fingers, speak, and hear.
            • The employee is occasionally required to stand, walk, and lift objects (up to 15lbs weight; up to 4 ft. height).
            • Specific vision abilities required by this job include ability to see things from a close distance and ability to adjust focus.
            • The work environment utilizes florescent lighting; noise level is moderate.
            • The emotional demand of the job may cause undue stress from, but not limited to, moderate/heavy workload.
            • Reasonable accommodation will be individually assessed and possibly made to enable individuals with disabilities to perform the essential functions of the position.
            • Please be advised this job description is subject to change at any time.

Keywords: One Call, Jacksonville , Executive Assistant, Other , Jacksonville, Florida