Executive Business Administrator

Executive Business Administrator

We are seeking a highly versatile, adaptable, and proactive Executive Business Administrator to serve as the right hand to the Chief Operating Officer (COO). In this high-impact hybrid role, you will act as the operational engine of the executive officehandling everything from high-level scheduling and delegation to global trade show preparation, presentations, sponsorship management, and financial coordination.

The ideal candidate thrives in a fast-paced, fluid environment, enjoys wearing many hats, and is comfortable presenting to stakeholders one day and managing system data entry the next.

Key Responsibilities

• Executive Support & Operations: Manage complex executive scheduling, coordinate last-minute calendar changes, manage travel itineraries, and lead delegated operational activities on behalf of the COO.
• Trade Shows & Events: Oversee end-to-end preparation for trade shows, exhibitions, and industry events. Attend select events globally to manage on-site logistics, engage attendees, and represent the leadership team.
• Presentations & Communications: Build, edit, and deliver compelling presentation materials for internal alignment, external sponsorships, and trade show audiences.
• Data & System Administration: Maintain operational records, input and organize critical business data into core systems, and ensure cross-departmental alignment on key deliverables.
• Financial & Program Oversight: Track program progress and maintain a functional understanding of operational budgets, program financials, and corporate sponsorships.

Qualifications

• 3+ years of experience in an executive assistant, operations coordinator, or chief of staff support role.
• Proven experience coordinating trade show logistics, event management, or corporate presentation delivery.
• Strong business acumen with the ability to read and understand financial reports and program budgets.
• High proficiency with office productivity tools, CRM/ERP system data entry, and presentation software.
• Excellent communication, presentation, and cross-functional leadership skills
• Flexibility to travel on average 30-50% domestically and internationally, including some short-notice trips, with a valid passport.