admin executive

Position Summary

The Executive Administrator will serve as a strategic partner to senior executives, managing complex calendars, coordinating high-level meetings, preparing executive-level communications, and driving the execution of key initiatives. This role requires exceptional judgment, discretion, and the ability to operate with minimal supervision in a fast-paced environment.

Key Responsibilities

Executive Support

• Manage complex, multi-timezone calendars for 2–3 senior executives, prioritizing competing demands with sound judgment
• Coordinate domestic and international travel arrangements, including flights, accommodations, ground transport, and detailed itineraries
• Prepare and submit expense reports in a timely and accurate manner
• Handle confidential information with absolute discretion and professionalism

Communication & Correspondence

• Draft, edit, and proofread executive-level emails, memos, presentations, and reports
• Triage incoming communications, prioritizing responses and flagging critical items
• Serve as a professional point of contact for internal and external stakeholders, including board members, clients, and partners

Meeting & Event Coordination

• Plan and execute executive meetings, offsites, board meetings, and leadership retreats
• Prepare agendas, take detailed minutes, track action items, and follow up on deliverables
• Coordinate logistics for client entertainment, team events, and corporate functions

Project & Operational Support

• Support the execution of strategic initiatives, special projects, and cross-functional programs
• Conduct research, compile data, and produce briefing materials for executive decision-making
• Identify opportunities to streamline workflows and improve administrative processes
• Assist with budget tracking, vendor management, and contract administration

Required Qualifications

• Bachelor's degree in Business Administration, Communications, or related field (or equivalent experience)
• 4–6 years of experience supporting C-suite or senior-level executives
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Google Workspace
• Experience with calendar management tools (e.g., Calendly, Outlook) and expense platforms (e.g., Concur, Expensify)
• Exceptional written and verbal communication skills
• Strong organizational skills with meticulous attention to detail
• Demonstrated ability to handle confidential information with integrity

Preferred Qualifications

• Experience in [industry — e.g., technology, finance, healthcare, consulting]
• Prior exposure to board-level communications and investor relations
• Project management experience (PMP or similar certification a plus)
• Familiarity with collaboration tools such as Slack, Asana, Notion, or Monday.com

Key Competencies

• Judgment & Discretion – Makes sound decisions independently and handles sensitive matters tactfully
• Communication – Communicates clearly and professionally across all levels
• Adaptability – Thrives in a dynamic environment and adjusts to shifting priorities
• Problem-Solving – Anticipates needs and resolves issues proactively
• Time Management – Balances multiple high-priority tasks efficiently
• Collaboration – Builds strong relationships across teams and with external partners