Executive Admin Coordinator

Position Description:Travel & Expense Advocacy & ManagementLeadership 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 & TrainingOnboarding 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 SupportWorkplace 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 complianceSome 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 platformsExcellent organizational and time management skills, with a proven ability to be proactive and anticipate the needs of a high-energy teamAbility to follow specific, detailed instructions while exercising judgment within the area of immediate responsibilityExcellent written and verbal communication skillsExecutive support experienceEducation Required:High School Diploma / GEDAdditional Information:***HYBRID / 4 days per week in the office***