What are the responsibilities and job description for the Executive Administrator position at Alliance Flooring Inc.?
About the Role
We are seeking a highly organized, proactive, and resourceful Executive Administrator to serve as a key support partner to the CEO and other leadership as needed, while helping keep our business operating smoothly at a high level. This role oversees a broad range of responsibilities, including executive support, office administration, event coordination, and organizational project management.
This is not an entry-level administrative role. The ideal candidate is a self-starter who thrives in a fast-paced environment, enjoys wearing multiple hats, and takes pride in creating organization, structure, and follow-through across a variety of responsibilities.
The right person for this role can anticipate needs, manage competing priorities, maintain professionalism under pressure, and execute with a high level of ownership and attention to detail. They enjoy being the person who keeps everything organized, moving forward, and operating at a high level.
Key Responsibilities
Executive Support
- Manage executive calendars, scheduling, and meeting coordination
- Coordinate travel arrangements, itineraries, and related logistics
- Prepare materials, reports, presentations, and meeting documents
- Track action items, timelines, and follow-up across projects and initiatives
- Assist leadership with special projects, research, and organizational priorities
- Handle confidential information with discretion and professionalism
Event Planning & Coordination
- Lead planning and execution of the company’s annual convention and additional company events, meetings, and summits
- Serve as the primary point of contact for hotels, convention centers, entertainment vendors, and event partners
- Manage all logistics, including room blocks, food & beverage, AV, entertainment, transportation, and onsite coordination
- Build and manage event budgets, track expenses, and assist with reconciliation
- Maintain timelines and ensure smooth event execution from start to finish
- Troubleshoot issues in real time and ensure a polished, high-quality attendee experience
Office Management
- Oversee day-to-day office operations and administrative functions
- Manage office vendors, supplies, mail distribution, and facilities coordination
- Coordinate internal meetings, visitors, and company functions
- Maintain organized systems, records, and documentation
- Support operational efficiency by identifying opportunities to improve processes and organization
- Assist with company communications and administrative reporting
HR Support
- Support onboarding for new hires, including documentation, systems setup, and orientation
- Maintain employee records, PTO tracking, and internal calendars
- Assist with payroll coordination, contractor setup, and compliance documentation
- Help manage employee communications, recognition, and engagement initiatives
- Maintain and update internal policies and employee handbook as needed
Financial & Administrative Support
- Assist with expense tracking, reporting, and basic accounting coordination
- Reconcile credit card transactions and maintain vendor records
- Support budgeting efforts and internal reporting
- Maintain organized tracking of key operational data
What We’re Looking For
Core Traits
- Highly organized and detail-oriented
- Proactive, resourceful, and self-motivated
- Strong sense of ownership and accountability
- Able to manage multiple priorities and deadlines simultaneously
- Calm under pressure and solutions-oriented
- Professional and confident communicator
- Strong judgment and discretion with sensitive information
- Positive attitude with a willingness to jump in where needed
Skills & Experience
- 4–8 years of experience in executive support, administration, office management, event coordination, or similar roles
- Experience coordinating events, meetings, or conferences preferred
- Strong organizational and project coordination skills
- Excellent written and verbal communication skills
- Proficiency in Microsoft Outlook, Excel, PowerPoint, and other business tools
- Comfortable learning and managing systems, platforms, and technology tools
- Ability to work independently while managing multiple moving pieces
Why This Role Matters
This role is central to the success of our organization. You will work closely with the CEO, help shape how our company operates behind the scenes, and play a major role in executing important company initiatives and events.
We are looking for someone who takes pride in creating organization, solving problems, and helping a growing business run exceptionally well.