Administrative Lead

Job Description

Job Description

Position Overview
Seeking a highly organized, proactive, and execution-driven Administrative Lead to serve as the operational backbone of the Visionary’s office. This individual will own calendar management, executive preparedness, administrative systems, and internal coordination to ensure the Visionary operates at maximum effectiveness.
The ideal candidate thrives in a fast-paced environment, anticipates needs before they arise, and executes with precision while maintaining a high standard of professionalism and discretion.

Core Responsibilities Executive Calendar Ownership & Gatekeeping

• Own and assertively manage the Visionary’s calendar with strategic prioritization, ensuring alignment with company priorities and long-term objectives
• Categorize and structure all meetings for clarity, efficiency, and purpose
• Coordinate all travel logistics including itineraries, accommodations, and contingencies
• Act as the primary gatekeeper, filtering requests and protecting executive focus time
• Ensure the Visionary is fully prepared for every engagement with clear agendas, context, and desired outcomes
  Executive Preparedness & Meeting Execution
• Prepare and customize all materials required for meetings, presentations, and executive engagements
• Compile data, reports, and briefing documents to ensure fully informed decision-making
• Capture notes, decisions, and action items from key meetings and track through to completion
• Coordinate follow-ups across departments to ensure accountability and execution
  Internal Culture & Engagement Ownership
• Chairperson of the culture committee
• Own and execute employee recognition programs to reinforce company values and performance
• Plan and coordinate team events, celebrations, and culture initiatives
• Act as a connector across departments to strengthen team engagement and morale
  Administrative Systems & Process Management
• Maintain and continuously improve administrative systems supporting the Visionary’s office
• Audit, update, and enforce Standard Operating Procedures (SOPs) for administrative functions
• Identify inefficiencies and implement process improvements to increase productivity
• Ensure documentation is current, structured, and easily accessible
  Operational & Vendor Coordination
• Serve as the primary point of contact for key operational vendors (uniforms, cellphones, marketing, etc...)
• Maintain strong vendor relationships ensuring performance, reliability, and cost-effectiveness
• Coordinate facility-related needs to ensure a smooth and professional work environment
• Track and manage vendor deliverables to prevent operational disruption
  Finance Administrative Support
• Execute routine financial administrative tasks following established SOPs
• Support Accounts Receivable activities including collections communication and tracking
• Assist with deposit processing, reconciliations, and journal entries with accuracy
• Maintain organization and documentation to support financial transparency and efficiency

Required Qualifications & Competencies Education & Experience

• Associate or Bachelor’s degree preferred
• Proven experience in executive support, operations coordination, or high-responsibility administrative roles
• Experience supporting senior leadership or business owners strongly preferred
  Core Competencies
• Exceptional organizational skills with the ability to manage multiple priorities simultaneously
• Strong sense of urgency, ownership, and personal accountability
• Anticipates needs and acts proactively rather than reactively
• Thrives in dynamic, high-expectation environments
  Communication
• Excellent written and verbal communication skills
• Ability to prepare clear, concise executive-level summaries and materials
• Professional presence with strong interpersonal skills across all levels of the organization
  Problem Solving & Execution
• Strong critical thinking skills with the ability to identify and solve problems independently
• Detail-oriented with a high degree of accuracy in all work
• Ability to manage sensitive information with discretion and confidentiality
  Technical Proficiency
• Advanced proficiency in Microsoft Office (Outlook, Excel, Word, PowerPoint)
• Strong ability to learn and optimize business systems and software

Working Environment & Physical Demands

• Environment: Office-based role supporting executive leadership
• Technical: Daily use of a Windows-based computer and business software systems
• Physical: Light-duty role including sitting, standing, and occasional movement within the office

Success Profile (What Great Looks Like)

• The Visionary operates with clarity, focus, and zero administrative friction
• Calendar is optimized weeks in advance with minimal reactive changes
• Meetings are always prepared, efficient, and outcome-driven
• Administrative systems run seamlessly without intervention
• Culture initiatives are consistent, engaging, and reinforce company values
• The Executive Assistant is trusted as an extension of the Visionary