Executive Administrator

Overview

The Executive Administrator acts as a key partner to senior leaders by delivering top-tier administrative support that allows executives to concentrate on strategic goals. Reporting to the Business Support Manager, this role involves managing calendars, coordinating communications and travel, preparing documentation, and ensuring smooth daily office operations. This position also supports the wider leadership team with meeting arrangements, internal messaging, special assignments, and office management.

Primary Responsibilities

• Provide extensive administrative assistance to several executives including complex scheduling, meeting organization, and travel planning.
• Develop agendas, presentations, reports, and necessary meeting documentation.
• Arrange and facilitate internal and external meetings, handling logistics, records, and follow-ups.
• Balance multiple demands, foresee executive needs, and proactively address scheduling conflicts.
• Maintain confidentiality and safeguard sensitive information vigilantly.
• Collaborate closely with Business Support Manager to advance executive and leadership objectives.
• Organize leadership meetings with full support on materials, minutes, and action tracking.
• Prepare communications, presentations, and organizational announcements for executives.
• Support special projects and cross-team initiatives as assigned.
• Act as committee secretary when required.
• Assist in coordinating company-wide meetings, leadership retreats, and staff events.

Office and Team Support

• Serve as initial contact for clients and visitors, ensuring a courteous and professional reception.
• Address office administrative requirements and support onboarding logistics for new hires and guests.
• Contribute to maintaining an orderly, inviting, and productive workplace.

Administrative Excellence

• Keep organized records and filing systems up to date.
• Recommend and implement enhancements to improve administrative processes.
• Respond to ad hoc requests and projects across leadership roles.
• Foster strong interdepartmental relationships to enhance communication and teamwork.

Candidate Qualifications

• Between three and five or more years of experience in executive administrative roles supporting senior leaders.
• Background managing support for multiple executives within dynamic, fast-moving settings.
• Excellent organizational, time management, and prioritization capabilities.
• Outstanding written and verbal communication skills.
• Exemplary professionalism, confidentiality, and sound decision-making.
• Advanced skills in Microsoft Office and/or Google Workspace.
• Proficient in handling multiple priorities with accuracy and detail orientation.
• Experienced in coordinating executive schedules, meetings, travel, and events.

Success Factors

The ideal Executive Administrator is detail-focused, adaptable, and oriented toward exceptional service. They anticipate executive requirements, uphold stringent attention to detail, and cultivate trusted relationships throughout the organization. Their ability to juggle competing priorities while ensuring leaders are well-prepared and informed contributes significantly to a professional and efficient work environment.