Executive Administrator

Aston Carter•Wichita, KS

1d•$28 - $35•Onsite

About The Position

The Executive Administrator serves as a true executive partner to the Executive Leadership team, acting as an extension of the CEO, CHRO, CFO, and VP of Sales & Marketing. This role goes beyond traditional administrative support by anticipating needs, managing competing priorities, and enabling executives to focus on high-impact decisions in a fast-paced, high-trust environment. The position requires strong judgment, exceptional organizational skills, and the ability to operate independently with minimal direction while supporting complex calendars, travel, meetings, and follow-through on key initiatives.

Requirements

Minimum of 3 years of experience as an executive administrator or in a comparable executive support role.
Proven experience supporting multiple executives, with a strong preference for candidates who have supported 3 or more principals simultaneously.
Advanced proficiency in Microsoft Outlook, including complex calendar management across multiple time zones.
Advanced proficiency in Microsoft Teams for communication, collaboration, and meeting coordination.
Demonstrated expertise in planning and managing complex travel independently, including flights and related logistics.
Strong scheduling and appointment-setting skills, with the ability to manage and prioritize multiple demands.
Proficiency in preparing and supporting PowerPoint presentations for executive-level meetings.
Experience managing expenses, including tracking, reporting, and reconciling executive expense activities.
Exceptional written and verbal communication skills, with the ability to communicate clearly and professionally with internal and external stakeholders.
Proven ability to handle sensitive and confidential information with discretion and sound judgment.
Strong organizational skills and attention to detail, with the ability to manage multiple tasks and deadlines in a fast-paced environment.
Ability to operate effectively in ambiguous situations while maintaining alignment with executive and organizational priorities.

Nice To Haves

Bachelor’s degree preferred.
Experience providing direct support to C-suite or senior executives.
Comfort working with Board-level materials, meetings, and follow-up activities.
Ability to build strong, trust-based relationships with executives and colleagues.
Demonstrated initiative and resourcefulness in anticipating needs and solving problems before they arise.
Flexibility to adapt to changing schedules, priorities, and travel demands.
Strong time management skills and the ability to work independently with minimal supervision.
Interest in long-term engagement, including potential for contract-to-hire or direct-hire opportunities, depending on business needs.

Responsibilities

Act as a strategic partner to the Executive Leadership team, supporting the CEO, CHRO, CFO, and VP of Sales & Marketing in day-to-day operations and long-term priorities.
Independently plan, book, and manage all executive travel directly with carriers, including flights, accommodations, ground transportation, and related logistics without travel agency support.
Manage full travel itineraries, handle schedule adjustments, and respond in real time to travel disruptions to minimize impact on executive schedules.
Own and optimize four executive calendars across multiple time zones, ensuring meetings are prioritized according to business objectives and strategic importance.
Proactively identify and resolve calendar conflicts, adjust schedules as priorities shift, and maintain alignment with organizational goals.
Oversee daily logistics for executives, including scheduling flow, meeting coordination, and on-site support to ensure seamless execution of daily activities.
Coordinate and schedule internal and external meetings, including executive and Board sessions, ensuring all participants have the necessary information and access.
Ensure executives are fully prepared for all meetings by organizing agendas, assembling and distributing materials, and providing relevant context and background information.
Attend executive and Board meetings as needed to take accurate, well-structured notes and document key decisions, action items, and follow-ups.
Track and manage action items and key deliverables from meetings, ensuring timely follow-through and accountability across stakeholders.
Serve as a power user of Microsoft 365, especially Outlook and Teams, to drive efficient communication, scheduling, and coordination across the organization.
Prepare, update, and support presentation materials, including PowerPoint decks, as needed for executive and Board meetings.
Manage expense reports and related documentation for executives, ensuring accuracy, timeliness, and adherence to company policies.
Schedule appointments and maintain organized records of meetings, commitments, and deadlines for multiple executives.
Order meals and coordinate catering for meetings and on-site events when needed, ensuring timely delivery and appropriate arrangements.
Handle sensitive and confidential information with a high degree of discretion and professionalism.
Operate effectively in situations with limited guidance, using sound judgment to make decisions and escalate issues when appropriate.
Adapt to evolving priorities and responsibilities, taking on additional tasks and projects as assigned to support the Executive Leadership team.