Senior Executive Administrator

Senior Executive Administrator

The Senior Executive Administrator provides high-level administrative and executive support to assigned senior leaders. This role manages complex calendars, travel, meetings, communications, reports, and executive priorities with sound judgment, professionalism, confidentiality, and strong attention to detail. The position also supports organizational meetings, special projects, presentations, and materials while serving as a trusted liaison with internal and external stakeholders and representing TRIMEDX in alignment with its brand, vision, mission, and values.

Location: Candidates must currently reside in the Eastern or Central time zones with close proximity to a major airport. Candidates must have the ability to travel nationally as needed, including to our Indianapolis, IN Central Office.

Relocation is not available for this position

Immigration sponsorship not available for this position

Responsibilities

• Manage complex executive calendars, schedules, and priorities for assigned senior leaders; proactively identify and resolve conflicts, coordinate competing commitments, anticipate needs, and make judgment-based decisions that align with executive objectives and business priorities.
• Plan, coordinate, and execute meetings and appointments, including invitations, agendas, attendee coordination, room reservations, technology and AV support, catering, materials, meeting minutes, reminders, follow-up actions, and other related logistics.
• Coordinate domestic and international travel arrangements, itineraries, lodging, transportation, registration, expense reporting, and related documentation; adjust plans as needed to support executive priorities and changing business needs.
• Support organizational meetings and events, including National Leadership Meeting, Board of Director meetings, Town Halls, Operations meetings, and other executive-led forums; partner with other administrative team members to coordinate logistics and ensure a professional, seamless event.
• Prepare, organize, proofread, and develop high-quality materials for meetings, special projects, presentations, communications, reports, correspondence, and executive briefings; ensure deliverables are accurate, timely, error free, and aligned with the executive's voice and TRIMEDX brand standards.
• Manage assigned executive projects and activities, including coordinating resources, tracking timelines and deliverables, following up on action items, maintaining project documentation, and communicating status updates to appropriate stakeholders.
• Serve as a professional liaison with internal teams, senior management, Board members, customers, vendors, community leaders, industry affiliates, and other external contacts; represent TRIMEDX with polished executive presence, discretion, responsiveness, and confidentiality.
• Support onboarding coordination, document preparation, file maintenance, invoice approvals, legal ticket prioritization, timekeeping, meeting notes, reminders, and other administrative activities necessary to support the assigned executives and department operations.
• Maintain confidential information, records, calendars, communications, and business materials with the highest level of professionalism, sound judgment, and discretion in all circumstances.
• Use Microsoft Office applications, AI, and other business systems to create, organize, track, and distribute information, reports, presentations, communications, and project materials that support executive and organizational priorities.
• Demonstrate strong organization, planning, time management, communication, creativity, problem-solving, flexibility, and attention to detail while managing multiple tasks, priorities, stakeholders, and deadlines in a fast-paced environment.
• Ability to travel approximately 20% is required.
• All other duties as assigned.

Skills and Experience

• Minimum 3 years of experience as a senior level executive administrator. Prefer 5 plus years of experience as a senior level executive administrator.
• Experience as a C suite executive and managing multiple executives.
• Demonstrated responsiveness, judgement, ability to maintain confidential information is critical.
• Experience in a large (over $500m), nationally operated company with a distributed workforce. International experience would be a plus.
• Proven and demonstrated experience with customer contact specifically customers, community leaders, and industry affiliates is required.
• Polished executive presence and a high level of professionalism required.
• Ability to maintain the highest levels of confidentiality in all circumstances.
• Demonstrated knowledge of Microsoft Office applications at an intermediate or advanced level.
• Ability to manage time and set priorities amidst multiple tasks and deadlines.
• Strong project management skills.
• Excellent organization and planning skills.
• Proven creativity and problem-solving skills.
• Strong written and verbal communication skills.
• Ability to work comfortably with all levels of the organization.
• Ability to deal with change and be flexible while still delivering results.
• Show a critical eye for attention to detail.
• Demonstrated proficiency in creating communications that support the voice of the author and align with the branding of the organization.
• Proven ability to create and produce information that is error free.
• Past and proven experience at effectively organizing both small- and large-scale meetings/events including organizing and planning all logistics.
• Experience with organizing meetings for a variety of audiences and personas including international audiences.
• Successful experience interacting with a Board of Directors including coordinating meetings, calendars, and materials.

Education and Qualifications

Associate's degree in communication, marketing, journalism or other related field is required. Equivalent experience will be considered. A bachelor's degree in a related field is preferred.