Executive Assistant

Executive Assistant IQ Fiber - 3.5 Jacksonville, FL Job Details Full-time 5 hours ago Benefits Travel reimbursement Qualifications Vendor relationship building Record keeping Microsoft Excel Microsoft Outlook Logistics management Supplier management Expense management Catering Executive administrative support Windows Event vendor coordination Vendor relationship management Organizational skills Microsoft Teams macOS Office management Managing executive calendars Employee engagement Senior level Document management Cross-functional collaboration Travel scheduling Leadership Communication skills Cross-functional communication Time management Stakeholder management Full Job Description A Smarter Career Choice Because the internet is now the heartbeat of our homes and an essential tool for business, it should run without interruption or stress. IQ Fiber was created to offer 100% fiber-optic high-speed internet, transparent pricing, and attentive customer service to deliver a Smarter internet experience. As part of our rapidly growing team, your contributions will directly impact our success. Your work matters here. We're looking for energetic, collaborative, and customer-focused talent with the ability to proactively move our business forward. In return, you'll find a place where your voice matters. You'll find a team that works hard and has fun. And, if you're like us, you'll know you made a Smarter career choice.

Position Summary:

IQ Fiber is seeking a highly organized, proactive, and polished Executive Assistant to provide comprehensive support to the Chief Executive Officer (CEO) and the Senior Leadership Team, including the COO, CFO, CMO, and CTO. This role functions as the operational backbone of the senior leadership office, ensuring seamless coordination of calendars, travel, meetings, communications, and strategic administrative priorities. The Executive Assistant plays a critical role in optimizing efficiency, enabling leaders to focus on high-impact business initiatives. The ideal candidate is a trusted partner to senior leadership, demonstrating sound judgment, discretion, and a high degree of professionalism. This individual must be adept at managing competing priorities, anticipating needs, and executing with precision in a fast-paced, high-growth environment. A strong sense of ownership, attention to detail, and the ability to operate independently are essential for success in this role. This position reports directly to the Chief Operating Officer and is a full-time, on-site role based in Jacksonville, Florida, with responsibility for supporting functions across IQ Fiber's multi-state operations. Remote or hybrid work arrangements are not available.

Essential Duties and Responsibilities:

Leadership Support Manage complex calendars and scheduling for the CEO and Senior Leadership Team. Coordinate internal and external meetings, including preparation of materials, agendas, and follow-up items. Act as a central coordination point between leaders, internal teams, partners, and stakeholders. Ensure leadership is prepared for meetings through briefing documents, logistics coordination, and scheduling alignment. Travel & Logistics Manage leadership travel arrangements including flights, hotels, transportation, and itineraries. Coordinate multi-city travel schedules and ensure efficient routing and timing. Prepare detailed travel packets and contingency planning for leadership travel. Office & Administrative Operations Oversee day-to-day office operations across all IQ Fiber locations, including procurement of office supplies, equipment, and services; manage vendor relationships to ensure timely delivery, cost efficiency, and consistent service standards. Coordinate workplace logistics across multi-state offices, including snacks, meals, and catering for meetings, team events, and employee engagement activities; ensure alignment with budget guidelines and consistent employee experience. Manage equipment and workspace readiness across locations, including coordination of office setup, technology assets, and supplies; partner with IT and Facilities to support onboarding, transitions, and ongoing operational needs. Administer building access and security processes across all locations, including badging, visitor coordination, and compliance with facility protocols. Maintain and enhance organizational systems for documentation, correspondence, and records to ensure accuracy, accessibility, and confidentiality across the organization. Partner cross-functionally with Facilities, IT, Finance, and People teams to support scalable office operations, vendor management, and a cohesive workplace experience across all sites. Expense & Policy Administration Prepare and submit leadership expense reports in accordance with company policies. Support administrative compliance with internal policies and procedures. Assist with policy communication and administrative follow-through across departments. Leadership Meetings & Events Coordinate leadership meetings including leadership staff meetings and operational reviews. Plan and execute internal leadership events and leadership gatherings. Lead logistical coordination for the Annual Leadership Summit including venue coordination, scheduling, travel, and catering. Employee Engagement Support Assist with employee engagement activities, internal leadership meetings, and company events. Coordinate catering and logistical support for leadership and leadership functions. Provide administrative support for internal company initiatives and programs.

Qualifications:

Required 10+ years of leadership or senior administrative experience, preferably supporting C-suite leaders. Proven ability to manage complex senior leader calendars, competing priorities, and shifting deadlines with a high degree of accuracy and responsiveness. Demonstrated experience supporting multi-state or geographically distributed organizations, with the ability to coordinate operations, logistics, and communication across multiple locations. Advanced proficiency in Microsoft Office Suite, including: Outlook Teams Word Excel PowerPoint Demonstrates a high level of proficiency operating across both Windows and macOS environments. Exceptional organizational, communication, and time-management skills. Strong operational acumen, with experience coordinating travel, meetings, vendor relationships, and workplace logistics across multiple sites. High level of professionalism, discretion, and confidentiality when handling sensitive information. Ability to thrive in a fast-paced, rapidly scaling organization. Preferred Experience supporting leadership teams within technology, telecommunications, infrastructure, or high-growth companies. Demonstrated experience coordinating leadership meetings, leadership offsites, or corporate events. Familiarity with corporate expense management systems and travel platforms. Experience working directly with senior leadership or board-level environments.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. IQ Fiber is an Affirmative Action and Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status. Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time. ZKsiJA6VlE