Admin Executive

Position Summary The Executive Administrator will serve as a strategic partner to senior executives, managing complex calendars, coordinating high-level meetings, preparing executive-level communications, and driving the execution of key initiatives. This role requires exceptional judgment, discretion, and the ability to operate with minimal supervision in a fast-paced environment. Key Responsibilities Executive Support Manage complex, multi-timezone calendars for 2–3 senior executives, prioritizing competing demands with sound judgment Coordinate domestic and international travel arrangements, including flights, accommodations, ground transport, and detailed itineraries Prepare and submit expense reports in a timely and accurate manner Handle confidential information with absolute discretion and professionalism Communication & Correspondence Draft, edit, and proofread executive-level emails, memos, presentations, and reports Triage incoming communications, prioritizing responses and flagging critical items Serve as a professional point of contact for internal and external stakeholders, including board members, clients, and partners Meeting & Event Coordination Plan and execute executive meetings, offsites, board meetings, and leadership retreats Prepare agendas, take detailed minutes, track action items, and follow up on deliverables Coordinate logistics for client entertainment, team events, and corporate functions Project & Operational Support Support the execution of strategic initiatives, special projects, and cross-functional programs Conduct research, compile data, and produce briefing materials for executive decision-making Identify opportunities to streamline workflows and improve administrative processes Assist with budget tracking, vendor management, and contract administration Required Qualifications Bachelor's degree in Business Administration, Communications, or related field (or equivalent experience) 4–6 years of experience supporting C-suite or senior-level executives Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Google Workspace Experience with calendar management tools (e.g., Calendly, Outlook) and expense platforms (e.g., Concur, Expensify) Exceptional written and verbal communication skills Strong organizational skills with meticulous attention to detail Demonstrated ability to handle confidential information with integrity Preferred Qualifications Experience in [industry — e.g., technology, finance, healthcare, consulting] Prior exposure to board-level communications and investor relations Project management experience (PMP or similar certification a plus) Familiarity with collaboration tools such as Slack, Asana, Notion, or Monday.com Key Competencies Judgment & Discretion – Makes sound decisions independently and handles sensitive matters tactfully Communication – Communicates clearly and professionally across all levels Adaptability – Thrives in a dynamic environment and adjusts to shifting priorities Problem-Solving – Anticipates needs and resolves issues proactively Time Management – Balances multiple high-priority tasks efficiently Collaboration – Builds strong relationships across teams and with external partners