Head of Administrative Services

Pay Range: $75,000-$90,000 per year.

The Director of Administrative Services serves as a trusted business partner to the Senior Leadership Team, overseeing administrative operations, executive support functions, and special projects that enhance organizational effectiveness. This individual provides strategic and operational support, ensures efficient execution of key priorities, and leads administrative initiatives that improve communication, coordination, and overall organizational performance.

The Director combines strong business acumen, project management expertise, analytical capabilities, and exceptional organizational skills to support executive decision-making and drive successful outcomes. This role requires discretion, professionalism, sound judgment, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Executive Leadership Support

• Provide high-level administrative and strategic support to the Senior Leadership Team.
• Coordinate communications, meetings, follow-up actions, and executive priorities.
• Prepare and manage presentations, correspondence, reports, agendas, and executive materials.
• Ensure leadership is well prepared for meetings, events, and strategic initiatives.
• Maintain strict confidentiality regarding organizational, financial, employee, investor, and personal matters.

Project & Initiative Management

• Lead and coordinate special projects and strategic initiatives on behalf of executive leadership.
• Develop project plans, timelines, deliverables, and accountability structures.
• Monitor progress, communicate risks and issues, and ensure successful completion of projects.
• Collaborate with internal and external stakeholders to achieve desired business outcomes.

Reporting, Analysis & Information Management

• Collect, organize, analyze, and present information that supports executive decision-making.
• Develop and maintain reports, dashboards, presentations, and executive summaries.
• Identify trends, opportunities, risks, and areas requiring leadership attention.
• Ensure the accuracy, security, organization, and retention of sensitive information and records.

Administrative Operations & Process Improvement

• Evaluate and improve administrative processes, systems, and workflows.
• Implement best practices that increase efficiency, consistency, and service quality.
• Promote effective communication and coordination across the organization.
• Leverage technology and process improvements to support organizational growth.

Meetings, Events & Travel Management

• Plan and oversee executive meetings, leadership events, conferences, and company functions.
• Coordinate logistics, agendas, travel, facilities, vendors, and related communications.
• Manage follow-up activities and ensure commitments and action items are completed.
• Support budget adherence and cost-effective execution of events and travel.

Facilities, Office Services & Vendor Management

• Support office expansion, moves, and administrative infrastructure needs.
• Manage relationships with vendors, contractors, service providers, and suppliers.
• Negotiate pricing, contracts, and service agreements when appropriate.
• Monitor vendor performance and administrative expenditures to ensure quality, value, and budget compliance.

Administrative Team Leadership

• Lead, develop, and oversee administrative staff and related support functions.
• Establish priorities, delegate responsibilities, and monitor performance.
• Foster a culture of accountability, professionalism, responsiveness, and teamwork.
• Serve as a resource to leadership and administrative personnel throughout the organization.

Communications & Culture

• Represent the organization in a professional, courteous, and service-oriented manner.
• Support executive communications, stakeholder engagement, and company events.
• Model and promote the company's values, culture, and standards of professionalism:
• We Care About People
• We Do the Right Thing
• We are Passionate, Have Fun, and Celebrate Success
• We Speak Up! It’s Our Responsibility
• We Take Ownership and Add Value
• We are Respectful
• Ensures all personnel exemplify the core values of the company at all times.
• Encourage collaboration, accountability, ownership, and continuous improvement.

Qualifications

• Bachelor's degree preferred or equivalent combination of education and experience.
• 10+ years of progressively responsible experience supporting senior executives, executive teams, or complex business operations.
• Demonstrated success in executive support, project management, administration, or business operations.
• Exceptional organizational, planning, prioritization, and follow-through skills.
• Strong analytical, problem-solving, and decision-making abilities.
• Excellent written and verbal communication skills.
• Advanced proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Ability to work independently, manage confidential information, and exercise sound judgment.
• Proven ability to build relationships and work effectively with stakeholders at all levels.
• Adaptable, resourceful, and comfortable operating in a fast-paced, changing environment.

Key Measures of Success

Success in this role is demonstrated through:

• Outstanding support and responsiveness to the CEO and Senior Leadership Team.
• Successful execution of strategic initiatives, projects, meetings, and events.
• Timely, accurate, and insightful executive reporting and analysis.
• Improved efficiency and consistency of administrative process.