Executive & Project Administrator

Responsibilities

• Provide comprehensive administrative support to the Company President, including complex calendar management, travel coordination, expense submissions, and executive prioritization.
• Maintain and manage virtual filing systems, documentation standards, and access controls across executive and leadership materials.
• Prepare, edit, and manage executive-level reports, presentations, and meeting materials; coordinate meeting documentation and follow-up (including leveraging AI tools for note-taking and action capture).
• Ensure seamless communication flow between executives, internal teams, and external stakeholders.
• Own and maintain the company strategy scorecard, ensuring visibility, accountability, and consistent follow-through on priorities.
• Develop leadership meeting agendas, track action items, and support execution of decisions emerging from executive and strategy sessions.
• Career Development and Professional Growth
• Support executive calendar optimization to align leadership time with strategic priorities.
• Enterprise Communication & Culture Support
• Plan, coordinate, and execute company-wide Town Halls and leadership communications to ensure organizational clarity and alignment.
• Contribute to employee experience and culture initiatives in partnership with leadership and People Operations.
• Cross-Functional Coordination & Project Support
• Participate in Senior Leadership Team (SLT) discussions, supporting alignment and execution of enterprise initiatives.
• Provide project coordination and issue escalation support across departments to ensure timely resolution of priorities.
• Step into high-priority, time-sensitive projects requiring executive-level coordination and discretion.

Qualifications

• A high school diploma required; an associate degree and/or formal administrative training or certification preferred (or equivalent experience).
• 7+ years of administrative assistant experience, including at least 5 years supporting middle management and/or executive-level leaders.
• Demonstrated experience in executive administration, executive support, or project coordination within a professional business environment.
• Exceptional written and verbal communication skills, with the ability to interact confidently at the executive level.
• High level of discretion, judgment, and integrity; ability to manage confidential and sensitive information.
• Strong organizational, prioritization, and time-management skills in a fast-paced, multi-threaded environment.
• Proven ability to manage multiple initiatives simultaneously while maintaining attention to detail.
• Culture-minded, people-centric orientation with strong collaboration skills.
• High proficiency in Microsoft Office (Outlook, Word, PowerPoint, Excel); comfort adopting AI-enabled productivity tools.
• Ability to anticipate needs, operate independently, and serve as a connective tissue across the organization.