Executive Administrator

Key Responsibilities

• Manage complex calendars and schedules for team and individual meetings, teleconferences, off-sites, and other events, including room setup, catering, and logistics.
• Cook up domestic and international travel arrangements for supported executives.
• Manage day-to-day administrative operations for the team and the Austin site for CMS.
• Partner closely with the SVP’s executive administrator and team colleagues to solve problems collaboratively and proactively.
• Prepare and submit expense reports using Concur.
• Support key team initiatives as a project coordinator, including updates to monthly strategy reports and new-hire training sessions.
• Adjust priorities and schedules quickly in response to last-minute changes.
• Develop and update presentations, spreadsheets, organizational charts, group lists, and other documents as needed.
• Provide backup support to the SVP’s executive administrator as needed.
• Track meeting action items and document key discussions.
• Maintain organizational structure presentations based on headcount reporting.
• Support hiring and onboarding activities, including securing workspace and equipment for new hires.

Qualifications

• Basic Qualifications: Associate: Minimum of 6 months of work experience or a Bachelor's Degree; Bachelor's Degree preferred; 2 or more years of work experience preferred; 5+ years of administrative experience, preferably in a global public company or professional services firm.
• PREFERRED Qualifications: Associate: 2 or more years of work experience; Bachelor's Degree; 2 or more years of work experience; 5+ years of administrative experience, preferably in a global public company or professional services firm.
• Highly collaborative, organized, and self-directed, with strong problem-solving skills, sound judgment under pressure, and the ability to anticipate needs, work across functions, and operate with minimal supervision.
• Exceptional judgment and discretion in handling confidential and material non-public information.
• Proficiency in Microsoft Office Suite, especially Outlook.
• Flexibility to (occasionally) modify working hours to support ET time zones.
• Excellent written and verbal communication skills.
• Exceptional speed and ability to complete tasks on short notice.
• Strong attention to detail and a high standard of quality.
• Able to manage multiple priorities and reprioritize quickly in a fast-paced environment.
• Experience supporting executives in a fast-paced, demanding corporate environment, with professionalism, discretion, and a proactive, solution-oriented approach.