Executive Assistant

## Overview Under limited direction, the Executive Assistant is responsible for providing a variety of confidential and administrative support for a senior level executive. Regularly coordinates meetings and makes travel arrangement decisions for the executive. Manages calendar for executive. Plans, organizes and schedules own work. 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; purchases office supplies; handles invoicing; may serve as a lead/mentor to other Administrative Assistants in the office. ## What You’ll Be Doing ## Scheduling / Meeting Management - 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 invitations. - 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, such as agendas and presentations. - Attends meetings to assist in meeting logistics, agenda, and related activities. - Schedules and coordinates staff meetings of the executive's direct reports and leadership team. - Acts as the liaison between the 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 the executive for various committees, staff, and other meetings. - Coordinates work and personal travel arrangements for the executive, including flight and hotel reservations, deposits, registration and tour fees, and itinerary preparation for extended travel. - Negotiates meeting fees, costs, and contracts with vendors, including hotels and restaurants, and internal departments for leadership and team members. ## Communication - Works independently when reviewing, highlighting, prioritizing, and processing the executive's regular and electronic mail. May recap and summarize mail in a brief, concise manner for quick review by the executive. Handles priority mail by telephone or memo. May draft responses for executive use. Initiates routine and non-routine correspondence and memoranda. - Screens telephone calls and visitors, determines the best action when screening calls, greets visitors, and 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. May compose and send correspondence of moderate complexity without review, such as congratulatory letters, instructions on policies and procedures, and responses regarding receipt of information. - Researches and extracts information and supporting data for executive meetings, presentations, seminars, workshops, or conferences on a short-term and long-term basis. - Communicates regularly with internal boards and 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 practices a high level of diplomacy and discretion in all these communications. - Provides positive, responsive, professional, and timely responses to internal and external communications. ## Administrative Duties - Helps with the onboarding and office setup for new team members. - Maintains a follow-up system for the 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 exhibits for reports, presentations, special projects, and other office-related activities as directed. - Ensures the budget coordinator receives all invoices in a timely manner with the necessary information to process. May assist the controller in the expense and budget process. - Monitors general expenses such as asset management reports, office supply orders, meeting and facilities costs, and travel expenses. - Processes check requests, expense advances and reports, and other requisitions. Approves expenses for travel, meetings, and other activities as delegated by executives. - May advise and mentor other office administrative assistants on department or company policies and procedures and provide assistance and support in the training and development of office administrative assistants. - Provides backup service to other administrative assistants in the office. - Keeps up to date with HealthEquity procedure changes, HR policy changes, and business environment changes that impact office-level plans and strategies. - Performs other related duties as assigned. ## Education and Experience - High school diploma required. Associate's or Bachelor's degree in a related field preferred. - Five or more years of related executive assistant experience, including at least three years of experience at the executive support level. ## Specialized Knowledge, Skills, and Abilities - Knowledge of company policies and organizational structure. - Knowledge of office planning and administration, and corporate procedures and policies. - Decision-making skills to evaluate, recommend, and implement solutions to work processing and office management problems. - Excellent verbal and written communication skills to correspond and interact with all levels of management, external company executives, customers, and other contacts. - Ability to proofread own work and the work of others for content and format accuracy. - Intermediate mathematical calculation skills. - Expert ability to operate a personal computer and business software, including MS Office Suite, Word, Excel, and PowerPoint. - Ability to train and lead other administrative team members in all aspects of office administration. ## Physical/Mental Requirements and Demands - Work requires a normal range of hearing, vision, and verbal communication skills, with or without a reasonable accommodation. - Must be able to use telephone or headset equipment and operate a keyboard and other office equipment, with or without reasonable accommodation. - Must be able to spend prolonged periods of each workday on the phone. - Ability to perform work at a computer station for 6–8 or more hours a day and function in an environment with frequent interruptions is required. - Must be able to lift and move material weighing up to 20 lbs. - May experience elevated levels of stress during periods of increased activity and with work entailing multiple deadlines. - Must maintain a secure and stable work environment, safeguard client information, keep cameras on during work meetings, and provide a current updated photo. ## Travel Requirements Occasional travel to attend training or meetings may be required. This is a remote position. ## Benefits & Perks The position is 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 and tuition assistance - Gym and fitness reimbursement - Wellness program incentives ## Onboarding & Travel This is a remote role, with an in-person onboarding training component. New team members must participate in Trailhead, HealthEquity's immersive onboarding experience. Trailhead is held onsite at the company's headquarters once per quarter. HealthEquity covers all required travel and accommodations. The role may begin with a virtual, self-paced onboarding experience, followed by a mandatory onsite Trailhead session at a later date.