Executive Admin Coordinator

Position Description:

• Travel & Expense Advocacy & Management
• Leadership Support: Directly process travel and expense reports for Advanced EV leaders, ensuring 100% compliance with the OEM Global Travel Policy and timely reimbursement.
• Employee Advocacy: Act as the primary liaison and advocate for Advanced EV employees with the OEM Travel department. Resolve complex booking issues, clarify policy interpretations, and troubleshoot travel-related roadblocks on behalf of the team.
• Corporate Card Management: Assist team members with corporate travel card applications, tracking status and providing guidance on card usage and reconciliation procedures.
• Policy Oversight: Serve as the subject matter expert for the team's T&E activities. Identify routine roadblocks-such as system errors or policy discrepancies-and effectively bring them to management for resolution.
• Team Concierge: Provide general travel and expense support to the Advanced EV team, acting as a primary point of contact for operational troubleshooting and "concierge" services to enhance team efficiency. Onboarding & Training
• Onboarding Backup: Act as the primary backup support to the Onboarding Lead, assisting with the coordination of equipment, system access, and orientation schedules to ensure a seamless "Day 1" experience for new employees.
• Training: Support training for Advanced EV employees, assisting with scheduling and training documentation as required. Business Operations Support
• Workplace Experience Support: Manage office supplies, providing a welcoming environment for all employees onsite and maintaining inventory.
• General Support: Assist with Business Operations special projects, events, initiatives, merchandise, and services as needed.

Skills Required:

• Administration - Corporate Card Management: Assist team members with corporate travel card applications, tracking status and providing guidance on card usage and reconciliation procedures.
• Logistics - Leadership Support: Directly process travel and expense reports for Advanced EV leaders, ensuring 100% compliance with the OEM Global Travel Policy and timely reimbursement.
• Business Process Support - Onboarding Backup: Act as the primary backup support to the Onboarding Lead, assisting with the coordination of equipment, system access, and orientation schedules to ensure a seamless "Day 1" experience for new employees.

Skills Preferred:

• Compliance Professional - Policy Oversight: Serve as the subject matter expert for the team's T&E activities. Identify routine roadblocks-such as system errors or policy discrepancies-and effectively bring them to management for resolution.
• Training Administration - Training: Support training for Advanced EV employees, assisting with scheduling and training documentation as required.

Experience Required:

• Exceptional data analysis skills and attention to detail, with a focus on financial compliance
• Some experience with automation of workflows is a bonus.
• Knowledge of administrative procedures and software applications (such as Microsoft Office Word, Excel, PowerPoint, Teams, etc.)
• Experience with Travel and Expense reporting systems (e.g., Concur, SAP) and the ability to train others on these platforms
• Excellent organizational and time management skills, with a proven ability to be proactive and anticipate the needs of a high-energy team
• Ability to follow specific, detailed instructions while exercising judgment within the area of immediate responsibility
• Excellent written and verbal communication skills
• Executive support experience

Education Required:
High School Diploma / GED

Additional Information:
***HYBRID / 4 days per week in the office***