Administrative Director

You will provide high-level administrative and operational support to a senior executive, helping ensure the efficient execution of key business priorities and day-to-day operations. This role manages complex scheduling, coordinates meetings and travel, supports strategic initiatives, and oversees administrative processes, enabling executive leadership to remain focused on organizational goals and high-impact initiatives.

The Administrative Director is responsible for managing meeting logistics, tracking action items, coordinating cross-functional activities, and maintaining organized documentation and project materials. Serving as a trusted partner to executive leadership, this individual helps foster a responsive, organized, and professional office environment while collaborating with stakeholders across the organization to support key initiatives and drive operational excellence.

Responsibilities

• Provide high-level administrative support to a senior executive, ensuring the smooth day-to-day operations of a fast-paced executive office.
• Manage a complex and ever-changing calendar, coordinating meetings, priorities, scheduling logistics, and executive commitments.
• Coordinate leadership meetings, one-on-one meetings, and internal events, including meeting logistics, materials preparation, agendas, minutes, and follow-up.
• Track action items, project timelines, and recurring priorities to ensure timely execution and accountability across multiple initiatives.
• Support Board and executive governance activities by coordinating meeting logistics, preparing materials, and maintaining accurate documentation.
• Maintain organized records, shared files, contact lists, and project documentation while ensuring information remains current and easily accessible.
• Process expenses, invoices, reimbursements, and other administrative and financial tasks with accuracy and attention to detail.
• Prepare meeting materials, presentations, reports, and executive correspondence while compiling information to support strategic initiatives and decision-making.
• Coordinate domestic and international travel arrangements and manage related expense reporting.
• Serve as a professional point of contact for senior leaders, Board members, and internal and external stakeholders, delivering exceptional service and discretion.
• Handle highly confidential and sensitive information with the utmost professionalism, judgment, and integrity.
• Continuously identify opportunities to improve administrative processes, streamline workflows, and enhance operational efficiency.
• Partner cross-functionally with leaders and departments to coordinate projects, gather information, and support organizational priorities.
• Perform additional responsibilities and special projects as needed in support of executive leadership and organizational objectives.

Ideal Experience

• Bachelor's degree preferred or an equivalent combination of education and experience.
• 5 years of executive or administrative support experience in a healthcare, nonprofit, or corporate environment; experience supporting Boards and coordinating Board activities is a plus.
• Exceptional organizational, time management, and calendar management skills, with the ability to prioritize multiple projects, adapt to shifting priorities, and consistently meet deadlines in a fast-paced environment.
• Strong written and verbal communication skills with the confidence to interact professionally and effectively with executives, Board members, internal teams, and external stakeholders.
• Demonstrated sound judgment, discretion, and a high level of emotional intelligence, with the ability to manage confidential information with professionalism and integrity.
• Highly proactive, resourceful, and detail-oriented, with excellent problem-solving skills, strong follow-through, and the ability to work independently while anticipating executive needs.
• Strong financial and analytical skills, including experience managing budgets, expenses, invoices, or other financial processes.
• Proficiency with Google Workspace and Microsoft Office, along with the ability to quickly learn platforms such as OnBoard, Concur, SharePoint, budgeting tools, and other business applications.
• Comfortable using AI and emerging technologies—including generative AI and large language model tools—to improve efficiency, streamline workflows, and enhance executive support.
• Flexible and adaptable, with the willingness to accommodate occasional early morning, evening, or special meetings as business needs require.

Larko is a women-owned, premier staffing and recruiting firm based in Chicago with a nationwide reach. We specialize in Direct Hire, Temp-to-Hire, and Temporary/Project placements across a wide range of roles, including Executive Assistants, Administrative Assistants, Personal Assistants, Chief of Staff, Office Managers, Receptionists, General Office, Event Support, Project Management, and Customer Service.