Exec Administrator & Services Coordinator

Innovative Office Systems•Charlotte, NC

1d•$65,000 - $73,000•Onsite

About The Position

We are looking for an Executive Administrator and Services Coordinator (EASC) to join our team and serve as a trusted partner to our CEO and executive leadership team. This is a unique opportunity for an experienced administrative professional who enjoys variety, takes ownership, and thrives in a role where no two days are exactly alike. In this position, you will play an important role in keeping our offices, properties, executive leadership, and key company initiatives organized and running smoothly. You'll coordinate everything from executive schedules and meetings to office operations, vendors, property-related activities, employee engagement, safety, technology coordination, and special projects.

Requirements

Have 5+ years of experience in executive administration, administrative management, office management, operations, or a related field.
Have experience providing administrative support to senior executives.
Are highly organized and able to manage multiple priorities and deadlines.
Have excellent written and verbal communication skills.
Have strong attention to detail and follow-through.
Are comfortable handling confidential and sensitive information.
Have strong Microsoft 365 skills, particularly Outlook, Excel, and PowerPoint.
Can work independently, exercise good judgment, and take ownership of responsibilities.
Are professional and comfortable communicating with executives, employees, vendors, tenants, and business partners.
Have strong vendor and service-provider coordination skills.
Are a problem solver who looks for solutions rather than simply identifying problems.

Nice To Haves

Commercial real estate or property management
Preparing executive-level presentations and reports
Coordinating company events and meetings
Graphic design platforms and tools
Leases, invoices, insurance, maintenance, and property expenses
Accounting, ERP, or property-management software

Responsibilities

Provide high-level administrative and logistical support to the CEO and executive leadership.
Manage the CEO's calendar, including scheduling, prioritizing commitments, and communicating upcoming responsibilities.
Manage incoming and outgoing correspondence and help ensure important communications receive appropriate follow-up.
Handle confidential information and communications with professionalism and discretion.
Coordinate executive and leadership meetings, including meeting rooms, catering, technology, conference calls, and other logistics.
Prepare meeting agendas, presentations, monthly newsletters, and other executive-level materials.
Arrange domestic travel, including flights, hotels, rental cars, and other accommodations for executives and employees as needed.
Help executives stay organized and prepared by anticipating needs and following through on important action items.
Coordinate daily office services and operational needs across company locations and properties.
Help ensure facilities, equipment, office supplies, and general office needs are maintained and addressed promptly.
Build and maintain positive relationships with vendors, service providers, tenants, property managers, and other business partners.
Coordinate with tenants, vendors, and property managers regarding property-related needs and issues.
Track leases, insurance, taxes, utilities, maintenance, and other important property documentation.
Maintain organized property files, schedules, and records.
Assist executive leadership with property-related projects, reporting, and follow-up.
Coordinate office events, meetings, lunches, company functions, and other special activities.
Support the preparation and coordination of monthly and quarterly office presentations.
Support employee engagement initiatives and coordinate activities with the Employee Engagement Committee.
Serve as the administrator for the Company's Safety Team, helping coordinate meetings, communications, documentation, and follow-up.
Serve as the administrator for the Company's Information Technology Team, helping coordinate communications, meetings, documentation, and action items.
Assist with special projects and initiatives that support the overall goals of the organization.
Identify opportunities to improve processes, communication, organization, and efficiency across the company.

Benefits

Medical, Dental, Vision Insurance
Company paid Long Term Disability and Basic Life Insurance
Voluntary Additional Life Insurance/AD&D, Short Term Disability, Accident Insurance, Critical Illness Insurance, and Hospital Insurance
$1000 Health Payment Account
401k and Roth 401k with discretionary employer contributions
Paid Time Off starting at 12 days, and accruals start upon hire
Paid Holidays
Parental Leave
Annual Company Bonus Programs
First Time Homebuyers Program gifting $10k towards the purchase of your first home
Area Caring Teams designed to meet the needs of our employees, whether it be emotionally, financially, or spiritually.