Overview

Executive Assistant & Operations Coordinator Location: Jacksonville, FL Employment Type: Full-Time On-Site Compensation: $75,000-$85,000 annually Position Overview An executive's day can change in minutes. A meeting runs long. Travel plans shift. A priority changes. A decision made in the morning creates three new action items by lunch. The best executive assistants do more than manage a calendar. They anticipate what is needed, keep people organized, follow through on the details, and make sure important responsibilities do not get missed. RISE is hiring a Executive Assistant & Operations Coordinator to work closely with company leadership and business partners. This individual will provide high-level executive support while coordinating the schedules, travel, documentation, communication, and operational details that keep priorities moving forward. A key part of this position involves coordinating travel and access readiness for employees and business partners working at off-site locations. This includes collecting required paperwork, tracking documentation and approvals, scheduling travel, communicating requirements, and confirming that everything is completed before departure. This is an executive assistant role first. The operations component reflects the level of ownership, coordination, and follow-through required-not the management of a separate operations department. Why RISE This role offers the opportunity to work closely with senior leadership and gain visibility into important company initiatives and decisions. You will be trusted with meaningful responsibilities and expected to operate with discretion, good judgment, and a strong sense of ownership. You will also have the opportunity to improve systems, introduce better ways of working, and help leadership operate more efficiently. The right person will become a trusted partner-the person leaders rely on to stay organized, prepared, and focused on the priorities that matter most. Key Responsibilities Manage complex executive calendars, including meetings, appointments, deadlines, and changing priorities. Coordinate domestic travel arrangements, including flights, hotels, ground transportation, itineraries, and last-minute changes. Gather, organize, and track required paperwork, identification, forms, and approvals for employees and business partners traveling to project or client locations. Communicate documentation and access requirements clearly and follow up with individuals until all required items are received. Maintain trackers and status reports to ensure travel, documentation, and access-related requirements are completed before established deadlines. Prepare detailed travel itineraries and confirm that travelers have the information and documentation they need before departure. Draft and organize executive correspondence, presentations, reports, meeting materials, and other business documents. Prepare meeting agendas, capture action items, and follow up with responsible parties to ensure commitments are completed. Help senior leaders manage priorities by organizing information, identifying upcoming deadlines, and proactively addressing potential conflicts. Coordinate communication between leadership, employees, external partners, vendors, and other stakeholders. Manage confidential and sensitive business information with discretion. Support expense reporting, invoice coordination, document organization, and other executive administrative responsibilities. Assist with leadership meetings, retreats, company functions, and special events as needed. Conduct research and compile information to support executive decisions and company initiatives. Build and maintain processes, checklists, templates, and tracking systems that improve consistency and efficiency. Use workplace technology and AI tools to streamline communication, research, documentation, scheduling, and administrative workflows. Take ownership of special projects and operational assignments from in