EXECUTIVE ADMINISTRATOR

Carter Machinery•Mechanicsville, VA

8d•$73,000 - $95,000

About The Position

Carter Machinery is hiring an Executive Administrator in Richmond, Virginia, to provide high-level administrative support to designated executives and the Executive Team. The role includes handling matters requiring attention during an executive’s absence, coordinating executive travel and schedules, and supporting legal document processing. The administrator also manages donation, sponsorship, membership, and subscription requests; plans corporate meetings and customer events; oversees meeting and conference space; reviews related invoices and P-card statements; and assists with travel policy updates. Additional responsibilities include maintaining hospitality supplies, welcoming visitors, responding to employee inquiries, reviewing industry publications for information of interest to top management, and supporting Continuous Improvement goals. The position requires a bachelor’s degree in business or equivalent education and experience, at least five years of progressively responsible administrative experience supporting C-Suite executives, and prior leadership responsibility for other administrative professionals. Board interface experience is strongly preferred. The successful candidate will demonstrate discretion, customer service, communication, organizational, analytical, mathematical, and problem-solving skills, and proficiency with Microsoft Office. The stated starting compensation range is $73,000–$95,000 per year. Physical requirements include regular sitting and speaking or hearing, frequent standing, walking, handling objects and reaching, and occasionally lifting or moving up to 20 pounds.

Requirements

Bachelor’s degree in business or equivalent education and experience.
At least 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 oral 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.

Responsibilities

Handle matters requiring attention during an executive’s absence or refer them to delegated authority, using initiative and judgment to minimize the effect of the absence.
Arrange schedules and travel reservations for designated Executive Team members.
Coordinate the signing, scanning, and mailing of legal documents with officers and lawyers.
Submit donation, sponsorship, membership, and subscription requests through a 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 within Carter facilities and coordinate room configurations.
Coordinate customer luncheons, brunches, cocktail parties, dinners, and related arrangements, including invitations, menus, and locations.
Purchase supplies for the home facility and maintain hospitality items in storage areas.
Submit requests for a corporate plane for designated executives as needed.
Assist in developing and updating travel policy guidelines.
Review P-card statements at month end.
Maintain appointments, calendar entries, and events for designated executives.
Receive and assist visitors meeting with executives.
Review industry periodicals and management publications, identifying 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.