Principal Executive Business Administrator
Job Summary
The Principal Executive Business Administrator provides high-level administrative, project, and logistical support to ensure the CEO’s time, priorities, and organizational commitments are managed effectively. This role requires exceptional judgment, professionalism, and communication skills, as well as the ability to anticipate needs, coordinate complex details, and serve as a key liaison to internal staff, external partners, and industry organizations.
Essential Functions And Responsibilities
Manage the CEO’s Outlook calendar, scheduling calls, meetings, events, and travel for optimal efficiency.
Exercise independent judgment to prioritize demands on the CEO’s time.
Redirect inquiries and requests to appropriate departments as needed.
Confirm appointments and prepare materials in advance.
Edit and draft correspondence, proofread documents, and assist with articles, white papers, and departmental materials.
Proactively protect focus time, anticipate scheduling conflicts, and ensure priorities are aligned with strategic objectives.
Coordinate all aspects of the CEO’s travel, including flights, accommodations, and transportation.
Manage logistics and catering for CEO-directed events and meetings (Valmark Board, Vistage, staff, local groups).
Support conference participation by ensuring materials are submitted on time, registrations completed, and presentations prepared with the Graphics team.
Produce detailed itineraries aligning travel with meeting schedules, including coordination for business guests.
Career Support
Coordinate communications and logistics for industry committees chaired by the CEO.
Support the CEO’s involvement with university, foundation, and charitable boards.
Initiate preparation for Member Advisory Board and Carrier Partnership calls, including scheduling, invitations, agendas, and surveys.
Serve as liaison to staff, member firms, carrier partners, and the field on behalf of the CEO.
Career Support
Career Support
Coordinate private board and charitable activities.
Project, Gift, & Special Assignment Management
Manage special projects for the CEO, working with manufacturers, vendors, and designers.
Career Support
Coordinate ordering and distribution of gifts and recognition items for members, partners, and staff (holidays, life events, anniversaries, birthdays, designations).
Prepare recipient lists, select items with the CEO, order gifts and packaging materials, and oversee mailing and cost management.
Track gifting spend and recommend items aligned with relationships and brand standards.
Financial Administration & Record Management
Review and submit invoices for payment on behalf of the CEO.
Complete expense reports and manage credit card statement submissions for both the CEO and EA.
Use judgment in purchasing items needed for CEO-driven requests or projects.
Maintain files for the CEO’s insurance policies and trusts and scan documents into VMPC.
Manage continuing education requirements for the CEO’s designations and licenses, and maintain industry memberships.
Maintain confidential records related to trusts, family business holdings, and personal matters.
Professional Representation & Internal Support
Represent the CEO with professionalism and discretion in all interactions.
Support communication flow between the CEO and internal staff.
Maintain confidentiality and ensure timely, accurate information sharing on behalf of executive leadership.
Serve as a “right-hand” partner, ensuring strong relationships and responsive communication across all stakeholders.
Personal and Private Affairs Support
Coordinate personal calendar, including extended stays, ensuring alignment with business and family obligations.
Plan and manage personal and family travel logistics with detailed itineraries.
Provide administrative support for personal, charitable, and private engagements.
Core Competencies
Exceptional written, verbal, and interpersonal communication skills.
Strong proofreading, editing, and attention to detail.
Prioritize, organize, and manage multiple deadlines.
High level of professionalism in all interactions.
Exercises discretion and sound judgment with confidential and sensitive information.
Anticipate needs and address issues proactively.
Flexible, adaptable, and effective in a changing environment.
Advanced proficiency in Microsoft Office; CRM experience helpful.
Strong follow-through and ability to anticipate issues before they arrive.
Ability to build high-trust relationships and operate as a strategic partner.
Supervisory Responsibility
Not responsible for supervising employees but should exhibit leadership for other administrative staff.
Required Education And Experience
Associate degree
At least five years of experience in a professional office setting supporting senior management
Preferred Education And Experience
Bachelor’s degree
Five to ten years’ experience in a professional office setting supporting senior management
Physical Demands
This is a largely sedentary role; however, may occasionally lift up to 25 pounds for products, books or reprints received and stored.
Position Type and Expected Hours of Work
Days and typical hours of work are Monday through Friday, 8:30 a.m. to 5 p.m.
Employee must be present in office to successfully support the CEO.
A 40-hour work week is required for full-time status.
Any flexibility in hours is subject to discussion.
Up to 2 days WFH per week, per policy.