Executive Business Administrator

Calendar and Meeting Management 

• Manage the executive calendar to align time with business priorities, strategic goals, and urgent needs.

• Coordinate meeting logistics, preparation materials, decisions, and follow-up. 

• Use discretion and judgment to prioritize meetings, delegate attendance, and resolve scheduling conflicts. 

Travel and Visit Planning 

• Coordinate domestic and international travel, including itineraries, lodging, transportation, briefings, and schedule changes. 

• Provide real-time travel support and ensure compliance with policies, tax requirements, visas, and passport requirements. 

Communication and Stakeholder Engagement 

• Serve as a trusted liaison between the executive office, internal teams, and external partners. 

• Represent the executive office with professionalism, discretion, and sound judgment. 

• Build relationships and communicate effectively  

• Operate with agility in complex situations requiring executive-level coordination. 

Business Rhythm and Project Execution 

• Partner with executive leadership and Chiefs of Staff to manage annual rhythm of business processes, fiscal calendars, and executive cadences. 

• Lead or support cross-functional projects with clear timelines, deliverables, and accountability. 

• Identify risks and opportunities, streamline processes, and drive operational excellence. 

Events, Space, and Operations 

• Plan and execute leadership offsites, external meetings, executive briefings, media engagements, and other high-impact events. 

• Manage event logistics, vendors, budgets, policies, and space-planning needs. 

Team Experience and Administrative Community Support 

• Coordinate recruitment, executive onboarding, hiring, onboarding, and offboarding activities with Staffing and business partners. 

• Mentor Business Support professionals and strengthen an inclusive team culture. 

• Lead team experience initiatives that support morale, growth, and community connection. 

• Support EA community management, including role-scope evolution, reorganizations, coaching, and career development. 

Financial and Resource Management 

• Manage expenses, budgets, supplies, and resource planning in compliance with company policies. 

• Partner with Finance and Chiefs of Staff on headcount planning, discretionary budgets, and resource allocation. 

• Educate team members on financial policies and serve as interim approver as needed. 

• 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).
• Experience mentoring, training, supervising, or supporting administrative professionals
• Experience managing administrative budgets, financial processes, and resource planning.
• Budgeting, expense management, and resource planning
• Business acumen, compliance management, and documentation
• Executive relationship management and high-impact communication
• Calendar management, meeting orchestration, and event planning
• Cross-team collaboration, team facilitation, and culture-building
• Discretion, organizational excellence, and sound judgment