Executive Support Administrator

Summary of Position:  

We’re seeking a highly organized and proactive Executive Support Administrator to provide executive, financial, and operational support. This role primarily supports the Chief Technology Officer, with secondary responsibilities spanning other departments.  The ideal candidate thrives in a fast-paced environment, demonstrates strong financial acumen, and excels at managing cross-functional priorities with precision and professionalism.

Essential Duties and Responsibilities

Executive & Administrative Support (Approx. 50%)

• Manage CTO’s calendar, travel, and meeting logistics
• Prepare agendas, take meeting notes, and track follow-ups
• Coordinate internal communications and assist with presentation materials
• Maintain documentation, MS Teams sites, and shared knowledge repositories
• Support planning and logistics for workshops, offsites, and vendor visits
• Act as liaison between CTO and internal/external stakeholders
• Other duties as assigned

Financial Operations & Expense Management (Approx. 25%)

• Assist in developing and managing annual budgets and quarterly forecasts
• Track and analyze expenditures across hardware, software, cloud services, and vendor contracts
• Monitor actuals vs. budget and investigate variances
• Support invoice processing, vendor onboarding, and Purchase Order tracking
• Prepare and submit expense reports for CTO and tech leadership
• Maintain financial models and dashboards for scenario planning and ROI analysis
• Collaborate with Finance and Procurement to ensure accurate cost allocations and reporting
• Help prepare monthly, quarterly, and ad hoc financial reports
• Other duties as assigned

Operations & HR Administrative Support (Approx. 25%)

• Greet and assist visitors, vendors, and staff at the front desk
• Support onboarding logistics and document coordination for new hires
• Assist with HR-related communications and scheduling
• Maintain office supplies, equipment logs, and facility coordination
• Support inventory tracking, vendor coordination, and compliance documentation
• Contribute to internal audits and process improvement initiatives
• Other Duties as assigned.

Knowledge, Experience and Skill Requirements: 

To perform this role successfully, an individual must be able to meet the following requirements. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

Education:

• Bachelor’s degree in Business, Finance, Information Systems, or a related field (preferred)

Experience and Skills:

• 2–5 years of experience in executive support, HR administration, financial operations, or operations coordination
• Strong understanding of budgeting, forecasting, cost analysis, and expense reporting (required)
• Proficiency in Microsoft Office Suite, especially Excel and financial modeling
• Experience with ERP systems such as Workday, SAP, or Oracle (preferred)
• Excellent organizational, communication, and multitasking skills

• Ability to handle multiple projects and work-streams simultaneously
• Excellent verbal, written and interpersonal skills, ability to communicate information in a clear and concise manner
• Excellent organizational and analytical skills
• Ability to plan, organize, and prioritize multiple projects independently to meet deadlines and complete tasks in an accurate manner

Physical Requirements:  

 Multi-limb and eye-hand coordination 

• Able to stand, bend, reach, stoop and lift boxes up to 25 lbs.
• Able to sit at desk, working on computer and phones for a full work day
• Able to work in a fast-paced environment with strong multitasking and organizational skills
• Able to work overtime as needed