Administrative Assistant

Executive Support Specialist

The Executive Support Specialist is an administrative professional who supports members of the senior leadership team. While the role is administrative in nature, it operates at a higher level than traditional support positions, requiring sound judgment, strong initiative, and the ability to work independently in a fast-paced, global environment. Executives may occasionally need assistance with scheduling, document preparation, or other day-to-day tasks, and this role provides that support reliably and with a high degree of professionalism.

Operational Coordination

• Manage complex logistics for executive-level meetings, leadership offsites, board presentations, and high-stakes events, including venue selection, attendee coordination, meeting materials, agendas, and pre-read distribution.
• Coordinate and maintain executive calendars, prioritizing competing demands, resolving scheduling conflicts, and ensuring leaders are focused on the highest-value activities.
• Partner with our travel providers to coordinate complex domestic and international travel arrangements, including multi-country itineraries, visas, accommodations, transportation, and contingency planning.
• Ensure executives are fully prepared for meetings and engagements through proactive briefing support, including agendas, background materials, participant information, and key logistical details.
• Track action items, commitments, and follow-ups arising from executive meetings and proactively drive accountability by surfacing outstanding items to appropriate stakeholders.
• Coordinate recurring leadership meetings, annual planning sessions, strategy reviews, and business review processes to ensure deadlines, materials, and participants are aligned.
• Manage expense reporting, vendor invoices, purchase requests, and budget tracking on behalf of the leadership team
• Monitor and support workflow management for executive priorities, helping ensure deadlines, deliverables, and key milestones remain on track.
• Anticipate administrative and operational needs before they arise, proactively identifying solutions that improve efficiency and reduce administrative burden.

Information & Communications Management

• Serve as a professional point of contact for internal and external stakeholders engaging with the executive team, exercising judgment in routing, responding to, or escalating inquiries.
• Manage high-volume executive communications, helping prioritize requests and ensuring timely responses to critical matters
• Compile, organize, and distribute materials for executive meetings, including agendas, presentations, pre-reads, and post-meeting summaries.
• Maintain organized records of executive correspondence, contracts, presentations, reports, and key business documents across shared systems.
• Support preparation of presentations, reports, and executive communications by gathering information, conducting research, coordinating inputs, and formatting content.
• Establish and maintain effective document management processes that ensure information is easily accessible, current, and appropriately secured.
• Coordinate collection of inputs from multiple stakeholders to support executive decision-making and business reviews
• Assist in preparing materials for board meetings, leadership updates, investor interactions, and strategic business discussions as required.

Stakeholder & Relationship Support

• Build trusted relationships across our affiliate network, regional offices, and external partners on behalf of the leadership team.
• Coordinate across functions, including Finance, HR, Legal, Operations, and Commercial teams, to gather information, manage workflows, and resolve issues efficiently.
• Represent the executive team in internal communications and cross-functional coordination with professionalism, responsiveness, and sound judgment.
• Support onboarding of new leadership team members by coordinating access, introductions, travel, technology setup, and operational readiness.
• Facilitate communication and collaboration across global teams, helping bridge geographic, cultural, and time-zone differences
• Act as a connector across the organization, helping ensure information flows effectively between executives, teams, and key stakeholders.
• Support executive engagement with customers, partners, industry groups, and external organizations through meeting coordination and relationship management.

Confidentiality & Discretion

• Handle sensitive business, personnel, financial, and strategic information with the highest degree of confidentiality and professionalism.
• Maintain awareness of organizational priorities, leadership dynamics, and business sensitivities while exercising sound judgment in all interactions.
• Manage confidential files, executive correspondence, and sensitive documentation in accordance with company policies and expectations.
• Exercise discretion when handling personnel matters, organizational changes, business performance information, and executive communications.
• Serve as a reliable and trusted partner to the leadership team, remaining calm, adaptable, and solutions-oriented in high-pressure or time-sensitive situations.
• Demonstrate exceptional judgment in determining when to act independently and when to escalate issues for executive attention.

Education and Experience

Required

• 3-5 years of experience in a professional support or coordination role within a corporate environment.
• Demonstrated ability to manage multiple priorities simultaneously with minimal supervision.
• Excellent written and verbal communication skills; able to draft clear, professional correspondence independently.
• Strong proficiency in AI tools and Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, SharePoint).
• High degree of personal accountability, follow-through, and attention to detail.
• Sound judgment in managing confidential information and navigating ambiguous situations.

Preferred

• Associate's degree in Business, Communications, or equivalent experience
• Experience supporting senior or executive-level leaders in a global or matrixed organization.
• Familiarity with ERP systems or business intelligence tools.
• Bilingual or multilingual skills are a strong plus given SOTG's global operating footprint.
• Exposure to international business, commodity trading, logistics, or supply chain environments.