Executive Administrator

Job summary

The Executive Administrator provides high-level operational support to the President, including complex calendar management and travel logistics. They are also responsible for coordinating leadership meetings, recording minutes, and managing external event engagements.

Job details

The Executive Administrator provides high-level administrative and operational support to the President and ensures day-to-day priorities and operations run smoothly and efficiently. This role requires a highly organized, proactive professional who can manage multiple priorities, coordinate internal and external engagements, and anticipate needs while maintaining a high level of discretion, accuracy, and attention to detail. The Executive Administrator will also coordinate logistics related to the President’s travel, external events, and select personal scheduling needs to ensure seamless support while the President is frequently traveling. Essential Functions Executive Calendar & Priority Management • Manage the President’s complex calendar, including scheduling meetings, interviews, and external engagements. • Coordinate and prioritize appointments to align with organizational priorities. • Provide daily calendar management and adjust schedules as needed. • Coordinate logistics for meetings, travel, and external commitments. Executive Leadership & Committee Meetings • Coordinate Executive Leadership and Investment Committee meetings. • Manage calendars and scheduling for leadership participants. • Circulate pre-reads and meeting materials in advance. • Record and distribute meeting minutes. • Provide additional administrative support as required. Divisional Meeting Administration • Coordinate scheduling, meeting rooms, catering, and travel arrangements. • Collect and distribute required meeting documentation. • Record meeting minutes and support follow-up actions. • Provide additional administrative support as required. External Events & Engagements • Assist with planning and coordination of external events attended by the President. • Manage event logistics, schedules, travel arrangements, and required materials. • Coordinate with internal teams and external partners to ensure seamless participation. Travel & Logistics Coordination • Arrange detailed travel itineraries, accommodations, and transportation. • Coordinate schedules and logistics related to the President’s travel commitments. • Assist with select personal scheduling and logistical coordination related to travel when required. Administrative Operations • Process documentation, payments, and coordination with external consultants. • Provide general administrative support as requested. • Provide backup support for reception duties when required. • Perform other related duties as assigned. Essential Skills and Competencies: • Exceptional organizational and time-management skills. • Ability to manage multiple priorities with strong attention to detail. • High level of discretion and professionalism when handling confidential information. • Strong communication and coordination skills.

What you’ll do

The Executive Administrator provides high-level operational support to the President, including complex calendar management and travel logistics. They are also responsible for coordinating leadership meetings, recording minutes, and managing external event engagements.

Requirements

The role requires a highly organized and proactive professional with exceptional time-management and communication skills. Candidates must demonstrate the ability to handle confidential information with discretion and manage multiple priorities with strong attention to detail.

Listed skills

• Time management · Preferred
• Administrative Support · Preferred
• Attention to detail · Preferred
• Communication Skills · Preferred
• Priority Management · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Calendar Management
• Travel Coordination
• Meeting Minutes
• Logistics Coordination
• Time Management
• Organizational Skills
• Communication Skills
• Discretion
• Professionalism
• Attention To Detail
• Event Planning
• Administrative Support
• Priority Management
• Planning
• Communication
• Leadership
• Taking Meeting Minutes
• Operations
• Travel Arrangements
• Scheduling
• Coordinating
• Prioritization
• Detail Oriented

Job areas

• Administrative
• Management & Leadership
• Executive Administrator
• Human Resources Administrative Assistant
• Personnel Clerks
• Human Resources Assistants, Except Payroll and Timekeeping

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