Supervisor, Executive Admin

The Supervisor, Executive Admin performs a variety of project coordination and advanced administrative functions to the group of executives assigned by the Manager – Executive Administration. Requires a broad knowledge of corporate operations and policies with a high level of discretion, experience, and skill. Exercises frequent independent judgment and initiative. The ideal candidate has excellent communication and customer service skills—willing to work off hours to get the job done.

Essential Duties and Responsibilities

• Responsible for ensuring all assigned projects are completed within established schedules and budgets to ensure success from project kick-off to completion. Manages projects from start to finish.
• Supervises the day-to-day operations of the administrative department and staff members.
• Hiring, training, and evaluating employees and taking corrective action when necessary.
• Guides the admin team when dealing with administrative problems and inquiries.
• Serves as a liaison with other departments, all levels of management, and outside entities.
• Promotes short- and long-term goals of the admin department. Works closely with Manager-Executive Administration to develop team goals and career development.
• Ensures that policies are followed by the admin team.
• Develops, reviews, and improves admin team systems and operational practices.
• Works closely with other departments to develop policies and procedures as needed.
• Ensures that meetings and events for the L2 executives align with CEO initiatives and priorities. Proactively anticipating needs and making informed decisions to adopt effective courses of action.
• Provides support to the COS and other executives as needed or determined by the Manager of Executive Administration. Including managing heavy complex schedules/calendars, scheduling, and maintaining domestic and international travel itinerari$es and negotiating complex scheduling issues, screening, and handling telephone communications, greeting, and directing visitors.
• Schedules/coordinates meetings and events, maintains the executives’ schedules, coordinates complex travel arrangements, procures required visas, and processes and submits expenses for executives.
• Supports assigned executives by creating, modifying, editing, and preparing documents, including board-related materials. Verifies accuracy and clarity of the final product.
• Codes PCard reconciliation and process invoices for payment by A/P.
• Responsible for generating procurement requisition requests through Oracle procurement software and tracking progress.
• Provides backup support to other administrative personnel and the Manager – Executive Administration.
• Works closely with HR projects and initiatives.
• Maintains and updates corporate and Master calendars.

Qualifications

• Minimum of ten (5) years’ experience supporting high-level executives, preferably in a high-tech environment.
• Associate degree and/or equivalent experience.
• Internet savvy and computer literacy with Microsoft Word, Excel, Outlook, PowerPoint, Concur, and Oracle
• Excellent interpersonal skills, critical thinking, coaching, interpersonal skills, including verbal and written communications, superior articulation, and a good business presence.
• Team player who is resourceful, reliable, responsive, flexible, organized, and detail oriented.
• Demonstrates ability to follow through on projects, juggle conflicting priorities and multiple tasks and maintain confidentiality.
• Excellent project and time management skills.
• Ability to plan for and keep track of multiple projects.
• Must be able to work with limited direction and/or supervision.
• Must be able to think critically in time-urgent situations.
• Must have the ability to be flexible with constantly changing priorities.
• Must be able to act proactively and independently to resolve issues.
• Must have the ability to exercise independent judgment and initiative.
• Must be able to get things done across organizational boundaries and learn new skills quickly

The Supervisor, Executive Admin compensation range is $78,000-$104,000.