Executive Business Administrator

Full Job Description

Executive & Calendar Management Provides highly strategic calendar management (e.g., high profile, high risk, large-scale impact) based on deep knowledge of business and executive needs, while upholding the highest degree of integrity (e.g., highly sensitive, highly confidential topics) and maintaining confidentiality. Use discretion to make independent decisions to prioritize customer/partner meetings and urgent escalations, while balancing the overall rhythm of business (ROB). Use executive maturity and judgement to lead/own multiple decision-making processes, in close partnership with stakeholders and peers. Proactively adapts to shifting priorities while representing leader and sets an example for less experienced colleagues in making judgment calls and prioritizing competing demands. Process, Policy & Systems Fluency Develop and maintain solid understanding of organizational processes, tools, and policies (e.g., recruiting, onboarding, headcount, finance, travel). Manage domestic and international travel arrangements for leader and executive office, including accommodations, transportation, security, and itineraries. Build detailed agendas to maximize trip productivity and ensure alignment across stakeholders. Guide and coach colleagues on travel processes and policies; provide onsite support for major events as needed. Provide leadership by actively participating in the Business Support community and mentoring Business Support professionals and lead team experience activities and delegate onboarding. Builds, mentors, and grows diverse and inclusive Business Support teams through networking, coaching, training, and the interviewing process. Ensure accurate expense tracking, documentation, policy compliance, and timely issue resolution. Apply solid understanding of financial processes, systems, and policies to guide peers and stakeholders, enabling consistency, efficiency, and informed decision-making. 7+ years administrative, business support, or customer service experience in an environment with an emphasis on scheduling meetings/events, travel management, and administration work for executive/upper level management. Bachelor's Degree in relevant field (e.g., Business Administration, Human Resources [HR], Marketing, Communications, Psychology, Sociology) OR equivalent experience. 4+ years' experience serving as mentor or direct/indirect (e.g., team leader) supervisor to others. 5+ years' experience reviewing and managing administrative budgets (e.g., for events, morale, travel, training). Comfortable conducting basic data analysis and using Excel functions and tools, including VLOOKUP and PivotTables. Demonstrated experience leading and fostering a business support community, influencing and coordinating peers without direct people-management responsibility. This description has been designed to indicate the general nature and level of work performed by employees within this position. The actual duties, responsibilities and qualifications may vary based on assignment. Some overtime may be required. (In the US this is paid hourly time).

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