Executive Administrator

Executive Administrator

The Executive Administrator serves as a trusted partner to the Executive Leadership Team, providing high-level administrative, operational, and event coordination support. This role is responsible for managing complex executive calendars, coordinating meetings and travel, facilitating internal and external events, and ensuring seamless execution of day-to-day administrative operations. Acting as the first impression of the firm for executive visitors, strategic partners, acquisition opportunities, and other key stakeholders, this individual serves as the organizational hub for executive activities, strategic meetings, partner visits, and office operations. The Executive Administrator maintains the highest level of professionalism, confidentiality, discretion, and attention to detail while ensuring an exceptional experience for both internal and external stakeholders.

Job Responsibilities:

• Provide high-level administrative support to the Executive Leadership Team, exercising sound judgment, professionalism, confidentiality, and discretion in all matters.
• Manage complex executive calendars, including scheduling meetings, coordinating priorities, resolving conflicts, and facilitating meetings across multiple executives, departments, and time zones.
• Monitor and proactively address scheduling, logistical, and administrative challenges while anticipating executive and organizational needs.
• Coordinate and manage travel arrangements, including airfare, lodging, ground transportation, itineraries, and related logistics.
• Prepare, process, and maintain expense reports, reimbursements, invoices, and supporting documentation through Concur and other business systems.
• Plan, coordinate, and execute executive meetings, leadership meetings, special projects, corporate events, and other business-related functions.
• Lead and coordinate onsite visits for executive guests, prospective business partners, acquisition opportunities, candidates, vendors, and other visitors, serving as a professional ambassador and first impression of the firm while ensuring a welcoming, organized, and exceptional experience.
• Prepare correspondence, presentations, reports, meeting materials, and other business documents with a high degree of accuracy and attention to detail.
• Maintain accurate records, files, and documentation while ensuring the appropriate handling of confidential and sensitive information.
• Manage office administrative activities, including conference room readiness, office supplies, mail distribution, vendor coordination, facilities-related needs, and general office operations.
• Coordinate with facilities, property management, and real estate partners regarding lease administration, office maintenance, workplace improvements, vendor services, and location management activities.
• Build strong working relationships across all levels of the firm and collaborate effectively with leadership and team members to support firm objectives and priorities.
• Demonstrate professionalism, adaptability, sound judgment, and "Raving Fan" customer service in all interactions.
• Embody and promote the firm's mission, values, and culture of excellence in all daily activities.
• Perform special projects and additional responsibilities as assigned in support of business objectives and executive leadership.

Knowledge, Skills and Abilities:

• Exceptional organizational and time-management skills.
• Ability to manage multiple competing priorities with minimal supervision.
• Demonstrated experience supporting senior executives and leadership teams.
• Strong judgment and ability to handle highly confidential information with discretion.
• Advanced proficiency in Microsoft Office Suite, including Outlook, Excel, PowerPoint, Teams, and Word.
• Experience with Salesforce, Concur, SAP, and other business systems preferred.
• Experience coordinating complex travel arrangements and multi-time-zone scheduling.
• Exceptional verbal and written communication skills.
• Strong attention to detail with a high degree of accuracy and follow-through.
• Proven ability to anticipate needs and proactively solve problems.
• Professional, polished, and service-oriented demeanor.
• Ability to successfully coordinate and execute meetings, events, and executive-level functions.

Education and Experience:

• High school diploma required. Associate's or bachelor's degree in business, communications, or a related field preferred. Equivalent combinations of education and experience will be considered.
• 5+ years of progressively responsible administrative experience, including direct support of senior leaders, executives, or executive teams. Experience coordinating complex schedules, travel arrangements, events, and confidential business matters required.