Executive Administrative Manager

American Industrial Transport•Chicago, IL

10h

About The Position

The Executive Administrative Manager is responsible for providing high-level administrative support to executives or senior leadership within an organization. This role combines administrative, operational, and organizational duties to ensure smooth office functioning and efficient coordination of executive tasks. The Executive Administrative Manager is integral in managing scheduling, communication, project coordination, and supporting the needs of senior leadership.

Requirements

Bachelor’s degree in Business Administration or a related field, or equivalent experience
5–7 years of experience supporting senior executives
Strong ability to manage multiple priorities and stay organized while navigating shifting timelines and evolving needs
Experience supporting office operations, including coordinating with building management, facilities, and vendors to ensure a well-functioning work environment
Strong organizational and time management skills with a high level of ownership and follow-through
Excellent written and verbal communication skills, with the ability to represent executive leadership professionally
High level of discretion and judgment when handling confidential and sensitive information
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and experience managing calendars and travel at an executive level
Experience coordinating meetings, travel, and events for both internal teams and external customer-facing engagements
Ability to anticipate needs, think ahead, and proactively solve problems before they arise
Comfortable working independently while also partnering closely with executives and cross-functional teams
Experience supporting project coordination, tracking deliverables, and maintaining status updates
Strong interpersonal skills with the ability to build relationships across all levels of the organization
Ability to operate with a high level of professionalism, adaptability, and composure

Nice To Haves

Experience managing vendors, budgets, and expense reporting is preferred

Responsibilities

Manage and coordinate executives’ schedules, appointments, and meetings, ensuring efficient time management.
Prepare and organize meeting agendas, materials, and presentations for executive meetings.
Handle travel arrangements, accommodations, and logistics for business trips and events.
Ensure executives are fully prepared for meetings and engagements, providing necessary documents, briefing materials, and updates.
Serve as the primary point of contact between executives and other internal teams, clients, or external stakeholders.
Draft, edit, and send professional correspondence (emails, memos, letters) on behalf of the executives.
Handle inbound communications (phone calls, emails, inquiries) and respond on behalf of the executives as needed.
Maintain a professional and responsive communication flow with all levels of the organization.
Ensure proper filing, organization, and easy retrieval of important documents.
Create and maintain databases for operational and financial records, contracts, and other relevant documents.
Assist in preparing budgets, financial reports, and expense reports.
Organize and coordinate logistics for meetings, conferences, and company events, including booking venues, arranging catering, and sending invitations.
Manage calendars and coordinate schedules for both internal and external meetings.
Organize and manage large events such as corporate retreats, client meetings, and special projects.
Ensure all necessary materials and technology (AV, presentations) are available and functioning for meetings and events.
Submit final cost reports to individual leaders after their team events (offsite meetings, conferences, etc.)
Provide project support by coordinating tasks, tracking deadlines, and following up with team members on key deliverables.
Assist in the planning and execution of executive projects, ensuring alignment with organizational goals.
Compile and maintain status reports, ensuring executives are informed of project progress and any potential challenges.
Support the daily administrative operations of the executive office, ensuring that everything runs smoothly.
Assist in office management, including handling supplies, office equipment, and ensuring the office environment is conducive to productivity.
Serve as an on-site support for team members whose managers are in other physical locations.
Monitor and reconcile office expenses, ensuring they align with budgetary guidelines.
Build and maintain strong relationships with key stakeholders, clients, vendors, and team members.
Manage vendor relationships, coordinating contracts, services, and payments when required.
Act as a liaison between the executive and other departments within the company.
Handle sensitive information with the utmost confidentiality and discretion.
Ensure that executives' professional matters are protected and communicated appropriately.