The Executive Assistant II serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Executive while also serving as a liaison to the board of directors and senior management team. Reports directly to an executive that reports to the CEO. Under the supervision of the Executive, the Executive Assistant II performs a variety of complex, confidential and high-level administrative support duties. The Executive Assistant II also supervises corporate location executive assistants.
Executive Administrative Support – 70%
- Provide primary administrative support to the Matrixed Executive.
- Organizes, prioritizes, and summarizes the content of incoming mail and materials, specially gathered data, special requests and meetings.
- Review, draft, format, edit, and proofread general correspondence, documents, organizational charts, presentations, and other confidential materials. Formalize final document versions to be reviewed and approved by Executive.
- Conduct research / collect and analyze data needed for correspondence, documents and presentations.
- Maintains and manages an extremely active Executive’s calendar of appointment in Microsoft Outlook, including schedules and coordinates meetings, conference calls, and other executive related events.
- Collaborates with meeting attendees to coordinate dates and times, reserves meeting space, provides the appropriate equipment / materials and provides hospitality services as needed for meetings.
- Initiates, establishes, and communicates department meetings on behalf of the Executive. Prepares meeting agendas, take meeting minutes and follows-up on meeting action items.
- Disseminates information and schedules meetings with Executive’s direct reports; and maintains formal and informal working relationships in order to carry out the written and verbal directives of the Executive.
- Locates documents for review; maintains files and other records.
- Coordinates the Executive’s travel, which may include making arranging complex and detailed travel plans, itineraries, and agendas.
- Performs credit card reconciliations, prepares mileage and expenses reports on a bi-weekly basis for approval by the Executive and processing by the Accounting department.
- Assists with external committee appointments by gathering required information from committee sponsors.
- Collaborates and collaborates with Governance in order to ensure that Board related information is updated with Executive’s information.
- Completes projects by assigning work to executive assistant staff; following up on results, provides analytical support on special projects as needed and assigned.
- As needed, serve as internal and external point of contact for Executive.
Supervision – 20%
- Effectively supervises and manages direct reports and provides, by example and leadership, motivation and direction to employees of the organization.
- Carries out supervisory responsibilities in accordance with the organization's policies and applicable state and federal employment laws.
- Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; recognizing and rewarding employees; corrective disciplinary procedures and practices (under direction of supervisor and in partnership with Human Resources), addressing complaints and resolving problems.
- Ensures annual employee performance reviews are conducted in a timely and effective manner. Evaluates performance of employees for compliance with established policies and objectives of the organization and contributions in attaining objectives.
- Helps set the tone of the department to ensure morale, teamwork, and that the positive employment culture of the organization is maintained.
- Regularly schedules leadership/management, department, and staff 1:1 meetings to provide leadership, development, and a forum for communication to ensure coordination and collaboration in meeting organization and individual goals.
Board Support -10%
- Attends Board meetings and related committees as assigned and takes accurate and thorough minutes of all proceedings.
- Provides support in the coordination of Board related committee meetings as assigned.
- Assembles Board member orientation materials, maintains accurate records of, and helps to ensure compliance with terms of office for all InnovAge entity Board members as assigned.
- Prepares for Board meetings by ordering catering, performing room setup, and arranging for phone attendees and other guests as required.
- Maintains Board meeting schedules and arranges for security of invitees as assigned.
- Orchestrates and distributes Board packets and other agenda materials, as assigned and/or required.
- Collects management reports and any attachments from all Officers and financial statements from the Chief Financial Officer (CFO) as assigned.
- Collects educational and other packet materials and assembles all materials in a consistent and polished format. Distributes final product in a timely manner prior to Board meetings as assigned.
- Notes commitments and action items stemming from Board and Committee meetings and assists with follow up as assigned.
- Maintains corporate files for all InnovAge entities, in collaboration with the Corporate Secretary or Executive Assistant as assigned. Maintain and provide documentation related to the Boards, in conjunction with the CFO and CLO and other officers as needed, to comply with audits, surveys, governance matters as required by auditors, surveyors, organizations and other entities.
- Maintains the conflict of interest spreadsheet and coordinates the annual conflict of interest update process for all InnovAge entity Boards as assigned.
- Coordinates meetings for company Officers to include scheduling events, room setup, arranging for catered services and taking minutes as assigned.
- Provides support with credit card statements, travel arrangements and expense reports for the Executive and Board members as assigned.
- Completes special projects and presentations for company Officers and Board members as assigned.
REQUIRED
- Bachelor’s degree from an accredited college/university
- Minimum of six (6) years of experience as an executive assistant and providing support to senior / executive staff, and Board of Directors.
- Ability to exercise good judgment in a variety of situations.
- A strategic thought process, and the ability to maintain a balance among multiple priorities.
- The ability to work independently on projects, from conception to completion,
- Ability to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
- Has a high degree of personal integrity and strong interpersonal skills.
- Exemplary business writing skills for written and electronic communication. Strong grammar, spelling, punctuation, editing, proofreading and verbal/written communication skills.Excellent verbal communication and presentation skills.
- Current knowledge and experience with the operation of copiers, fax machines, printers, postage meters, scanners and computers.
- Strong knowledge, experience and intermediate to advanced skill level with Microsoft Office Suite, which includes Microsoft Outlook, Word, Excel, PowerPoint, Visio and Access, required.
PREFERRED
- Bi-lingual InnovAge is dedicated to empowering seniors to live independently, allowing them to age in their own homes and communities safely. InnovAge offers an alternative to nursing homes through its Program of All-inclusive Care for the Elderly (PACE), which provides enrolled seniors with customized healthcare and social support at PACE Adult Day Health Centers. These centers are staffed by medical professionals who are committed to creating personalized care plans for each participant. At InnovAge, our team members are our greatest asset and have a significant impact on the lives of our participants every day. When you join InnovAge, you'll work alongside talented, respectful, and passionate colleagues within a patient-centered care model.
InnovAge is committed to equal opportunity and affirmative action, and we strive to create a diverse and inclusive workplace. We consider all qualified candidates for employment without discrimination based on race, color, religion, sex, sexual orientation, gender identity/expression, national origin, disability, protected veteran status, pregnancy, or any other protected status. Salaries are determined by various factors such as qualifications, experience, and location, and do not include potential bonuses or benefits. Our extensive benefits package includes medical/dental/vision insurance, short and long-term disability, life insurance and AD&D, supplemental life insurance, flexible spending accounts, 401(k) savings, paid time off, and company-paid holidays.
Applicants are considered until the position is filled. $77,400-$96,800 Compensation Disclaimer The pay may vary depending on job related factors, such as work location, experience, knowledge, skills, education, certifications, training and internal equity. InnovAge offers a comprehensive benefits package, which includes medical, dental, vision, 401(k) plan with company match, short and long-term disability, life insurance, supplemental life insurance, ADD, flexible spending account, paid time off and company paid holidays.
Attention Florida Applicants This position requires a background screening through the Florida Care Provider Background Screening Clearinghouse. For more information, please visit the Clearinghouse Education and Awareness website: https://info.flclearinghouse.com
Agency Disclaimer InnovAge will not accept unsolicited resumes from search firms for this employment opportunity. Regardless of past practices, all candidates/resumes submitted by search firms to InnovAge by any means without a valid written search agreement in place for that position will be deemed the property of InnovAge and no fee will be paid in the event such candidate is hired by InnovAge.
Fraud Disclaimer InnovAge is committed to maintaining a safe, transparent, and respectful hiring process for all candidates. Please be aware that all legitimate email communication regarding InnovAge job opportunities will come exclusively from an email address ending in @innovage.com.
At no point in our hiring process will InnovAge:
- Request payment from candidates for equipment, background checks, onboarding, training, or any other employment‑related purpose
- Ask for financial information (such as bank account details) before a formal offer and onboarding process is completed through our official systems
If you receive a message claiming to represent InnovAge that does not align with the above, it may be fraudulent. We encourage you to exercise caution and refrain from engaging or sharing personal information. If you believe you have been contacted by someone misrepresenting InnovAge, please report the activity to HRAnswers@innovage.com or apply directly through our official career site to ensure the opportunity is legitimate. Your trust matters to us, and we appreciate your interest in joining InnovAge.
The Executive Assistant II serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Executive while also serving as a liaison to the board of directors and senior management team. Reports directly to an executive that reports to the CEO. Under the supervision of the Executive, the Executive Assistant II performs a variety of complex, confidential and high-level administrative support duties. The Executive Assistant II also supervises corporate location executive assistants.
Executive Administrative Support – 70%
- Provide primary administrative support to the Matrixed Executive.
- Organizes, prioritizes, and summarizes the content of incoming mail and materials, specially gathered data, special requests and meetings.
- Review, draft, format, edit, and proofread general correspondence, documents, organizational charts, presentations, and other confidential materials. Formalize final document versions to be reviewed and approved by Executive.
- Conduct research / collect and analyze data needed for correspondence, documents and presentations.
- Maintains and manages an extremely active Executive’s calendar of appointment in Microsoft Outlook, including schedules and coordinates meetings, conference calls, and other executive related events.
- Collaborates with meeting attendees to coordinate dates and times, reserves meeting space, provides the appropriate equipment / materials and provides hospitality services as needed for meetings.
- Initiates, establishes, and communicates department meetings on behalf of the Executive. Prepares meeting agendas, take meeting minutes and follows-up on meeting action items.
- Disseminates information and schedules meetings with Executive’s direct reports; and maintains formal and informal working relationships in order to carry out the written and verbal directives of the Executive.
- Locates documents for review; maintains files and other records.
- Coordinates the Executive’s travel, which may include making arranging complex and detailed travel plans, itineraries, and agendas.
- Performs credit card reconciliations, prepares mileage and expenses reports on a bi-weekly basis for approval by the Executive and processing by the Accounting department.
- Assists with external committee appointments by gathering required information from committee sponsors.
- Collaborates and collaborates with Governance in order to ensure that Board related information is updated with Executive’s information.
- Completes projects by assigning work to executive assistant staff; following up on results, provides analytical support on special projects as needed and assigned.
- As needed, serve as internal and external point of contact for Executive.
Supervision – 20%
- Effectively supervises and manages direct reports and provides, by example and leadership, motivation and direction to employees of the organization.
- Carries out supervisory responsibilities in accordance with the organization's policies and applicable state and federal employment laws.
- Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; recognizing and rewarding employees; corrective disciplinary procedures and practices (under direction of supervisor and in partnership with Human Resources), addressing complaints and resolving problems.
- Ensures annual employee performance reviews are conducted in a timely and effective manner. Evaluates performance of employees for compliance with established policies and objectives of the organization and contributions in attaining objectives.
- Helps set the tone of the department to ensure morale, teamwork, and that the positive employment culture of the organization is maintained.
- Regularly schedules leadership/management, department, and staff 1:1 meetings to provide leadership, development, and a forum for communication to ensure coordination and collaboration in meeting organization and individual goals.
Board Support -10%
- Attends Board meetings and related committees as assigned and takes accurate and thorough minutes of all proceedings.
- Provides support in the coordination of Board related committee meetings as assigned.
- Assembles Board member orientation materials, maintains accurate records of, and helps to ensure compliance with terms of office for all InnovAge entity Board members as assigned.
- Prepares for Board meetings by ordering catering, performing room setup, and arranging for phone attendees and other guests as required.
- Maintains Board meeting schedules and arranges for security of invitees as assigned.
- Orchestrates and distributes Board packets and other agenda materials, as assigned and/or required.
- Collects management reports and any attachments from all Officers and financial statements from the Chief Financial Officer (CFO) as assigned.
- Collects educational and other packet materials and assembles all materials in a consistent and polished format. Distributes final product in a timely manner prior to Board meetings as assigned.
- Notes commitments and action items stemming from Board and Committee meetings and assists with follow up as assigned.
- Maintains corporate files for all InnovAge entities, in collaboration with the Corporate Secretary or Executive Assistant as assigned. Maintain and provide documentation related to the Boards, in conjunction with the CFO and CLO and other officers as needed, to comply with audits, surveys, governance matters as required by auditors, surveyors, organizations and other entities.
- Maintains the conflict of interest spreadsheet and coordinates the annual conflict of interest update process for all InnovAge entity Boards as assigned.
- Coordinates meetings for company Officers to include scheduling events, room setup, arranging for catered services and taking minutes as assigned.
- Provides support with credit card statements, travel arrangements and expense reports for the Executive and Board members as assigned.
- Completes special projects and presentations for company Officers and Board members as assigned.
REQUIRED
- Bachelor’s degree from an accredited college/university
- Minimum of six (6) years of experience as an executive assistant and providing support to senior / executive staff, and Board of Directors.
- Ability to exercise good judgment in a variety of situations.
- A strategic thought process, and the ability to maintain a balance among multiple priorities.
- The ability to work independently on projects, from conception to completion,
- Ability to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
- Has a high degree of personal integrity and strong interpersonal skills.
- Exemplary business writing skills for written and electronic communication. Strong grammar, spelling, punctuation, editing, proofreading and verbal/written communication skills.Excellent verbal communication and presentation skills.
- Current knowledge and experience with the operation of copiers, fax machines, printers, postage meters, scanners and computers.
- Strong knowledge, experience and intermediate to advanced skill level with Microsoft Office Suite, which includes Microsoft Outlook, Word, Excel, PowerPoint, Visio and Access, required.
PREFERRED
