[Hiring] Executive Administrator @AINS LLC DBA OPEXUS

Role Description

The Executive Administrator provides high-quality administrative and operational support to members of the Executive Leadership Team, helping executives manage competing priorities and remain focused on the organization's highest-impact work. The role coordinates complex calendars, travel, expenses, meetings, events, materials, and day-to-day administrative activities in a fast-moving environment.

The Executive Administrator works across the organization and with external partners to coordinate schedules, logistics, communications, and follow-up activities. Through strong organization, proactive problem solving, and attention to detail, this role helps create an efficient and consistent operating experience for executives and the stakeholders who interact with them.

Key Responsibilities

• Provide day-to-day administrative support to members of the Executive Leadership Team while balancing multiple priorities and deadlines.
• Manage complex executive calendars and coordinate meetings, invitations, scheduling, meeting spaces, logistics, and virtual meeting details.
• Coordinate domestic and international travel, including flights, accommodations, ground transportation, itineraries, and travel changes.
• Prepare, submit, and track executive expense reports accurately and according to established policies and timelines.
• Plan and coordinate leadership meetings, team gatherings, company events, and other executive-sponsored activities from initial planning through execution.
• Coordinate with internal teams, external partners, vendors, and other contacts regarding schedules, logistics, and follow-up activities.
• Prepare meeting materials, agendas, itineraries, and other administrative documentation.
• Handle executive communications and business information with appropriate confidentiality and discretion.
• Proactively identify calendar conflicts, logistical challenges, changing priorities, and administrative needs and work toward practical resolutions.
• Ensure executives have appropriate materials and administrative information available when needed.
• Help improve administrative processes and ways of working that increase Executive Leadership Team efficiency and effectiveness.
• Provide responsive and professional coordination for employees, customers, candidates, partners, vendors, and other stakeholders interacting with executive leadership.

Qualifications

• Typically requires 5–8 years of relevant experience in executive administration, executive support, administrative operations, business operations, or a related discipline, including experience supporting senior or executive-level leaders.
• Bachelor’s degree in Business Administration, Communications, Management, or a related field preferred; equivalent combination of education and relevant professional experience may be considered.

Scope & Impact

• Ownership: Owns assigned executive calendars, meeting coordination, travel administration, expense processing, executive materials, event logistics, administrative documentation, and day-to-day administrative support activities.
• Key Partners: Executive Leadership Team members, People/HR, Finance, Sales, Marketing, Legal, IT, other business teams, external vendors, partners, venues, and executive contacts.
• Decision-Making: Independently manages administrative priorities and addresses scheduling conflicts, logistical challenges, and changing requirements within the role's scope.
• Organizational Impact: Directly supports Executive Leadership Team effectiveness by providing the coordination, information, and logistical support leaders need to use their time effectively.

Success Measures

• Executive calendars, travel arrangements, and expense reports are accurate and completed on schedule.
• Leadership meetings and events are effectively coordinated, with logistical requirements addressed proactively.
• Scheduling conflicts and changing priorities are resolved quickly and communicated clearly.
• Executive leaders have necessary administrative information and materials available when needed.
• Employees, customers, candidates, partners, vendors, and other stakeholders receive responsive and professional coordination.
• Administrative processes become increasingly efficient, consistent, and scalable.

Skills & Competencies

• Technical Skills:
  • Executive calendar management
  • Domestic and international travel coordination
  • Expense administration and tracking
  • Meeting and event coordination
  • Microsoft Outlook and Teams
  • Microsoft Word, Excel, and PowerPoint
  • Administrative documentation
  • Executive meeting logistics
  • Scheduling and priority management
  • Administrative process improvement
• Functional Knowledge:
  • Executive administration
  • Calendar and schedule management
  • Travel administration
  • Expense management
  • Meeting and event logistics
  • Executive communications support
  • Confidential information handling
  • Cross-functional coordination
  • Stakeholder service
  • Administrative process improvement