Executive Administrator

Position Summary:

The Executive Administrator is a trusted partner to the executive leadership team, providing high-level administrative support that enables leaders to focus on strategic priorities. Reporting to and partnering closely with the Business Support Manager, this role is responsible for managing executive calendars, answering phones, coordinating meetings and travel, preparing materials, and ensuring seamless execution of day-to-day administrative functions.

This role also supports the broader leadership team through meeting coordination, internal communications, special projects, and office administration. The ideal candidate is proactive, highly organized, detail-oriented, and thrives in a fast-paced, collaborative environment.

Key Responsibilities:

Executive Support

• Provide comprehensive administrative support to multiple executives, including complex calendar management, meeting coordination, and travel arrangements.
• Prepare agendas, presentations, reports, and meeting materials.
• Coordinate internal and external meetings, ensuring logistics, documentation, and follow-up actions are completed.
• Prioritize competing requests while anticipating executive needs and proactively resolving scheduling conflicts.
• Handle confidential and sensitive information with the highest level of discretion.
• Partner closely with the Business Support Manager to support executive priorities and leadership initiatives.
• Coordinate leadership meetings, including agendas, materials, notes, and action item tracking.
• Assist with executive communications, presentations, and organizational updates.
• Support cross-functional initiatives and special projects assigned.
• Serve as secretary on an as needed basis for various committees and meetings.
• Assist in planning company meetings, leadership offsites, and employee events.

Office & Team Support

• Serve at the first point of contact in the office for clients and visitors ensuring a welcoming and professional experience.
• Serve as a key point of contact for office administrative needs.
• Support onboarding logistics for new employees and visitors.
• Help maintain an organized, welcoming, and efficient office environment.

Administrative Excellence

• Maintain accurate records, documentation, and filing systems.
• Recommend and implement process improvements to increase administrative efficiency.
• Support ad hoc projects and administrative requests across the leadership team.
• Build strong working relationships across departments to ensure effective communication and collaboration.

Qualifications:

• 3–5 years of experience supporting senior executives in an Executive Administrator, Executive Assistant, or similar administrative role.
• Experience supporting multiple executives in a fast-paced environment.
• Exceptional organizational, time management, and prioritization skills.
• Strong written and verbal communication skills.
• High level of professionalism, discretion, and sound judgment.
• Advanced proficiency with Microsoft Office and/or Google Workspace.
• Ability to manage multiple priorities with accuracy and attention to detail.
• Experience coordinating travel, meetings, events, and executive schedules.

Success In This Role:

The successful Executive Administrator is highly organized, adaptable, and service-oriented. They anticipate the needs of executives, maintain exceptional attention to detail, and build trusted relationships across the organization. They excel at managing competing priorities, ensuring leaders are prepared, informed, and supported while contributing to a professional and efficient workplace.