Executive Assistant

Our Mission

Our mission is to SAVE AND IMPROVE LIVES BY EMPOWERING HEALTHCARE CONSUMERS. Come be part of remarkable.

Overview

How you can make a difference

The Executive Assistant is responsible for providing a wide variety of confidential and complex administrative support for a senior level executive. Regularly coordinates meetings and makes travel arrangement decisions for the executive. Plans, organizes and schedules own work, and may coordinate the work of other Administrative Assistants in the office. Composes internal and/or external correspondence; maintains and updates office records; compiles information for reports and presentations; answers telephone calls and emails; files expense reports; buys office supplies; handles invoicing; and manages calendar for manager. May serve as a lead/mentor to other Administrative Assistants in the office.

What you’ll be doing

• Coordinates the executive's work and personal calendars to minimize conflicts, prevent double bookings, allow for travel time between meetings, and support work life balance.
• Verifies meeting attendance and sends confirmations as necessary. Prioritizes and delegates meeting invitation.
• Anticipates work/office time on calendar regularly to assist in the executive's work life balance.
• Maintains detailed reference materials for executive's boards and committees involving local, state, and/or national organizations.
• Prepares daily meeting folders to ensure executive has appropriate pre-read materials for meetings (e.g. agenda, presentations, etc.)
• Attends meetings to assist in meeting logistics, agenda, etc.
• Schedules and coordinates staff meetings of executive's direct reports/leadership team. Acts as the liaison between executive and all direct reports. Schedules meetings and conference rooms, prepares, and sequences agendas, plans lunch and dinner arrangements, selects menus, establishes time frames, and secures audio visual equipment. Assures that established schedules are maintained. Follows-up with staff members to collect reports or materials needed by executive for various committees, staff, and other meetings.
• Coordinates work and personal travel arrangements for executive that includes flight and hotel reservations, deposits, registration/tour fees and itinerary preparation for extended travel.
• Negotiates meeting fees/costs and contract with vendors (hotels, restaurants, etc.) and internal departments for leadership and Team Members.
• Works independently when reviewing, highlighting, prioritizing, and processing executive’s regular and electronic mail. Recaps and summarizes mail in a brief, concise manner for quick review by executive. Handles priority mail by telephone or memo. Drafts responses for executive use. Initiates routine and non-routine correspondence and memoranda.
• Screens telephone calls and visitors. Determines best action when screening calls. Greets visitors. Responds to a wide range of routine and complex inquiries.
• Prepares letters, memos and/or reports, often of a confidential nature. Drafts responses for approval. Frequently composes and sends correspondence of moderate complexity without review, such as congratulatory letters, and/or instructions on policies and procedures, and responses regarding receipt of information.
• Researches/extracts information and supporting data for executive meetings, presentations, seminars, workshops, or conferences on a short-term and long-term basis.
• Communicates regularly with other internal boards/committees, senior executive leadership and other senior management, executive staff and executives outside the company. May also communicate with the Board(s) of Directors and practice a high level of diplomacy and discretion in all these communications.
• Handles and maintains highly confidential business and external information.
• Helps with the on boarding and office set up for new Team Members.
• Maintains follow-up system for executive. Initiates due date responses to the CEO and other senior leaders. Maintains and updates office records, rosters, directories and/or manuals, such as: Team Member files, vacation or weekly meeting schedules, and Team Member listings.
• Compiles information from a variety of sources to prepare standard and ad hoc reports and exhibits. Assembles materials and prepares detailed exhibits for reports, presentations, special projects and other office related activities.
• Ensures the budget coordinator receives all invoices in a timely manner with the necessary information to process. May assist controller in expense/budget process.
• Monitors general expenses such as asset management reports, office supply orders, meeting /facilities costs, and travel expenses.
• Processes check requests, expense advances and reports, and other requisitions. Approves expenses for travel, meetings, etc, as delegated by executives.
• Advises/mentors other office administrative assistants on department or company policies and procedures and provides assistance and support in the training and development of office administrative assistants.
• Provides back up service to other administrative assistants in the office.
• Keeps up to date with HealthEquity procedure changes, HR policy changes, business environment that impact office level plans and strategies.
• Provides positive, responsive, professional and timely responses to internal and external communications.

What you will need to be successful

• Typically 5 or more years related administrative assistant experience, including at least 3 years of experience at the executive support level.
• Ability to proofread own work and work of others for content and format accuracy.
• Ability to train and lead other administrative Team Members in all aspects of office administration.
• Decision-making skills to evaluate, recommend, and implement solutions to work processing and office management problems.
• Expert ability to operate personal computer and business software including MS Office Suite (Word, Excel, PowerPoint).
• Intermediate mathematical calculation skills.
• Knowledge of company policies and organizational structure.
• Office planning and administration, and corporate procedures and policies knowledge.
• Verbal and written communication skills to correspond and interact with all levels of management, external company executives, external Boards, customers, and other contacts.
• Travel required, at least 4-5/year

This is a remote position.

Salary Range

Benefits & Perks

The actual compensation offer is determined based on job-related knowledge, education, skills, experience, and work location. This position will be eligible for performance-based incentives as part of the total compensation package, in addition to a full range of benefits including:

• Medical, dental, and vision

• HSA contribution and match

• Dependent care FSA match

• Full-time team members receive a minimum of 18 days of annual PTO and 13 paid holidays per year

• Paid parental leave

• 401(k) match

• Personal and healthcare financial literacy programs

• Ongoing education & tuition assistance

• Gym and fitness reimbursement

• Wellness program incentives

Why work with HealthEquity

Why work with HealthEquity

HealthEquity has a vision that by 2030 we will make HSAs as wide-spread and popular as retirement accounts. We are passionate about providing a solution that allows American families to connect health and wealth. Join us and discover a work experience where the person is valued more than the position. Click here to learn more.

You belong at HealthEquity!

HealthEquity, Inc. is an equal opportunity employer, and we are committed to being an employer where no matter your background or identity – you feel welcome and included. We ensure equal opportunity for all applicants and employees without regard to race, age, color, religion, sex, sexual orientation, gender identity, national origin, status as a qualified individual with a disability, veteran status, or other legally protected characteristics. HealthEquity is a drug-free workplace. For more information about our EEO policy, or about HealthEquity’s applicant disability accommodation, drug-free-workplace, background check, and E-Verify policies, please visit our Careers page.

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