Find & Apply For Executive Assistant Jobs in Ponte Vedra Beach, Florida

Executive Assistant Position Details:

Fully onsite Ideal schedule: 7:30 a.m.-4:30 p.m.

Salary:

$65,000-$70,000/year Direct hire or contract-to-hire may be considered. Responsibilities Provide high-level administrative support to executive leadership and team members across the organization, managing competing priorities with professionalism and discretion. Coordinate complex calendars, meetings, appointments, travel arrangements, registrations, itineraries, and related logistics. Prepare, proofread, format, and organize correspondence, presentations, reports, meeting materials, and other confidential documents. Coordinate Board meetings, including scheduling, meeting materials, catering, venue or virtual arrangements, and follow-up activities. Support large-scale events, retreats, conferences, and organizational gatherings, including attendee communications, hotel accommodations, transportation, catering, schedules, materials, and on-site logistics. Maintain accurate contact, company, and activity information within Salesforce and other internal databases and tracking systems. Assist with conference and event administration, including registrations, attendee lists, travel arrangements, meeting calendars, materials, shipping, and vendor coordination. Support administrative aspects of diligence activities by organizing documents, maintaining files and data rooms, tracking requested information, and coordinating follow-up. Prepare and organize travel reimbursement documentation and expense information for processing by the accounting team. Maintain organized shared files, records, office procedures, and administrative systems. Coordinate general office operations, including supplies, shipping, invoices, facilities requests, and vendor relationships. Serve as a professional point of contact for internal employees, external partners, academic and research stakeholders, and other visitors. Anticipate administrative needs, identify potential scheduling or logistical issues, and ensure timely and accurate follow-through. Qualifications Previous administrative support experience, ideally supporting executives, senior leadership, or multiple stakeholders. Candidates ready to progress from an Administrative Assistant role into an Executive Assistant position may also be considered. Exceptional organizational skills with the ability to manage multiple priorities, deadlines, calendars, and detailed logistics simultaneously. Strong professional presence with excellent written, verbal, and interpersonal communication skills. High level of discretion and sound judgment when handling confidential or sensitive business and personal information. Strong attention to detail, including excellent proofreading, document preparation, typing, and data-entry skills. Experience coordinating meetings, executive travel, conferences, events, or other multi-participant logistics. Proficiency with Microsoft Office/Microsoft 365, particularly Outlook, Word, and Excel. Experience with Salesforce preferred; familiarity with Monday.com, PitchBook, or similar database/project-management platforms is a plus. Ability to work independently, anticipate needs, solve problems, and remain calm and resourceful when plans or priorities change. Polished and comfortable interacting with executives, Board members, academic professionals, researchers, physicians, vendors, and other external stakeholders. Bachelor's degree preferred but not required; an associate degree combined with relevant administrative experience and strong communication skills may be considered. Collaborative, adaptable, service-oriented working style with dependable follow-through. No bookkeeping background required; the position supports expense and reimbursement administration rather than performing accounting functions.

Benefits:

Medical, Dental, Vision insurance options/401k match options/Sick and PTO time available

Pay Details:

$65,000.00 to $70,000.00 per year Search managed by: Haley Bosco Equal Opportunity Employer/Veterans/Disabled Military connected talent encouraged to apply To read our Candidate Privacy Information Statement, which explains how we will use your information, please navigate to https://www.lhh.com/us/en/candidate-privacy The Company will consider qualified applicants with arrest and conviction records in accordance with federal, state, and local laws and/or security clearance requirements, including, as applicable: The California Fair Chance Act Los Angeles City Fair Chance Ordinance Los Angeles County Fair Chance Ordinance for

Employers San Francisco Fair Chance Ordinance Massachusetts Candidates Only:

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.