Executive Administrator

Carter Machinery Careers • Mechanicsville, VA

7d • Onsite

About The Position

The Executive Administrator provides high-level administrative support to designated executives at Carter Machinery. The role handles matters requiring attention during an executive’s absence, coordinates executive travel and calendars, supports legal-document processing, and manages requests for donations, sponsorships, memberships, subscriptions, and related payments. It also plans and coordinates corporate meetings and events, oversees meeting and conference space, supports hospitality needs, reviews P-card statements, and helps maintain travel policy guidelines. The position responds to employee inquiries, reviews industry and management publications for information of interest to senior management, and works with the team on Continuous Improvement goals. The role requires confidentiality, sound judgment, initiative, strong organization, and customer service.

Requirements

• Bachelor’s degree in business, or equivalent education and experience.
• Minimum five years of progressively responsible administrative experience supporting C-Suite executives.
• Prior leadership responsibility for other administrative professionals.
• Excellent interpersonal and customer service skills.
• Strong communication skills, including excellent oral and written communication.
• Strong attention to detail.
• Proficiency with all Microsoft Office products.
• Strong mathematical skills.
• Self-directed and able to work with limited supervision.
• Strong analytical and problem-solving skills.

Nice To Haves

• Board interface experience is strongly preferred.

Responsibilities

• Take action authorized during an executive’s absence on matters requiring attention, or refer matters to delegated authority, using initiative and judgment to minimize the impact of the executive’s absence.
• Arrange travel schedules and reservations for designated Executive Team members.
• Coordinate with officers and lawyers to sign, scan, and mail legal documents.
• Submit donation, sponsorship, membership, and subscription requests through the database; process payment requests and compile yearly totals.
• Plan and coordinate corporate meeting logistics, including scheduling, site selection, physical arrangements, agendas, and related activities.
• Review invoices and approve payments associated with corporate meetings.
• Oversee corporate meeting and conference space at Carter facilities and coordinate room configurations as needed.
• Coordinate customer luncheons, brunches, cocktail parties, dinners, and other events, including invitations, menus, and locations.
• Purchase supplies for the home facility and maintain hospitality-item stock in storage areas.
• Submit requests for corporate aircraft for designated executives when needed.
• Assist with developing and updating travel policy guidelines.
• Review P-card statements at month-end.
• Maintain appointment schedules, calendar entries, and events for designated executives.
• Receive and assist visitors meeting with executives.
• Review industry periodicals and management publications, annotating information of interest to top management.
• Respond to inquiries from Carter and Caterpillar employees by providing information and direction.
• Work with the team to achieve Continuous Improvement goals and objectives.
• Perform other related duties as assigned.

Benefits

• Health, dental, and vision insurance.
• Paid time off.
• 401(k) with a $0.75 to $1.25 match up to 6%.
• Life and disability insurance.
• In-house training instructors and programs.
• Tuition reimbursement.
• Employee referral bonus program.
• Tool allowances and tool loans.
• Discounts on cellular phone service, computers, and vehicles.
• Opportunities for overtime.
• Shift differential, if applicable.
• Compensation may include participation in performance-based incentive programs and overtime eligibility depending on the role.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior