admin executive MS

Job Title: Executive Administrative Support

• Calendar Management:

• Strategically manage the executive calendar, ensuring effective prioritization of meetings, appointments, and logistics based on business needs.
• Collaborate with key stakeholders to make decisions around scheduling, prioritize high-impact meetings, and manage urgent business needs.
• Ensure constant communication with the executive and relevant teams to follow up on action items and decisions.

• Cross-Functional Collaboration and Communication:

• Act as a liaison between executives, internal teams, and external partners to facilitate the flow of information and ensure alignment with organizational goals.
• Prepare and direct staff to communicate important updates, best practices, and business insights, maintaining confidentiality and professionalism.
• Communicate with executive maturity to external partners, third parties, and other senior leaders.

• Team Management Support:

• Assist with the hiring, onboarding, and offboarding processes for new employees, vendors, and interns, ensuring a seamless experience.
• Manage headcount reporting and work closely with HR and Finance teams to maintain accurate staffing data and assist with transitions.

• Event Coordination and Logistics:

• Plan, coordinate, and execute events in partnership with leadership, ensuring alignment with business objectives.
• Lead a team of event planners (if needed) to ensure efficient event execution, leveraging resources to enhance productivity.
• Evaluate event outcomes and continuously seek opportunities for improvement and efficiency.

• Resource Management (Expense & Supply Management):

• Manage and track administrative budgets for events, morale, travel, and office supplies.
• Ensure compliance with company policies on purchasing, expenses, and budgets, escalating issues to senior management as needed.
• Coordinate supply management and ensure adequate resources are available for daily operations.

• Rhythm of Business (ROB):

• Partner with leadership to develop and manage the annual rhythm of business (ROB), including executive meeting schedules and fiscal year planning.
• Ensure all relevant stakeholders are aware of upcoming meetings, deadlines, and schedules.
• Advise on scheduling patterns and help manage workloads effectively.

• Space Management and Planning:

• Oversee office space management, including desk assignments, meeting rooms, and remote work status.
• Ensure alignment of space management with team and organizational needs.

• Travel Management:

• Coordinate complex travel arrangements, including flights, accommodations, transportation, and itineraries for executives and teams.
• Proactively manage logistics during business trips, addressing any changes or issues promptly.
• Ensure required travel documents are obtained and compliant with company policies.
• Provide on-site support during business trips when needed.

Required Qualifications:

• 3+ years of experience in administrative support, business support, or customer service, with a focus on meeting scheduling, event coordination, and travel management.
• Proficiency in MS Office Suite and familiarity with executive-level administrative tools and platforms.
• Strong organizational and time-management skills with the ability to prioritize multiple tasks and meet deadlines.
• Excellent communication and interpersonal skills, with a proven ability to collaborate effectively across teams and functions.
• Ability to manage ambiguity and remain calm under pressure in a fast-paced, dynamic environment.

Preferred Qualifications:

• Bachelors Degree in Business Administration, Human Resources, Marketing, Communications, Psychology, Sociology, or a related field (or equivalent experience).
• 3+ years of experience managing administrative budgets, including for events, travel, and office supplies.

Additional Skills & Attributes:

• Strong problem-solving abilities and attention to detail.
• High level of discretion and confidentiality in handling sensitive information.
• Ability to manage and oversee multiple projects and responsibilities simultaneously.
• Proactive approach to communication, ensuring all relevant stakeholders are informed.

Why Join Us:

• Work in a collaborative and dynamic team environment.
• Opportunities for professional growth and development.
• Competitive salary and benefits package.

If you are an organized, detail-oriented individual with a passion for executive support and cross-functional collaboration, we encourage you to apply!