Executive Support Administrator

Rocky Brands, Inc.•Nelsonville, OH

3d•Onsite

About The Position

The Administrator, Executive Support will provide high-level executive administrative support while overseeing corporate travel, expense administration, and Board of Directors logistics. The position requires exceptional organizational skills, discretion, strong business judgment, and the ability to manage multiple priorities in a fast-paced environment while interacting with senior leaders, Board members, and external partners. Essential Duties and Responsibilities: To perform the job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Duties and responsibilities include the following, other duties may be assigned: Core Supervisor/Manager Duties and Responsibilities: Executive & Board Support Provide direct administrative support to the President, and Chief Executive Officer (COO), Chief Operating Officer and Chief Financial Officer (COO & CFO), including complex calendar management, meeting coordination, and project tracking. Manage all logistics for Board of Directors meetings, including serving as program administrator for board management software, coordinating materials from presenters, and preparing and distributing agendas and meeting packets in compliance with governance requirements. Coordinate meeting preparation, including reserving on-site and off-site locations, arranging catering, and booking travel and lodging for out-of-town attendees. Compose, prepare, and review executive-level correspondence, presentations, and materials, many of which are highly confidential. Serve as a point of contact for Board members, legal counsel, auditors, investors, and internal stakeholders on behalf of executive leadership. Research, prioritize, and follow up on issues and inquiries addressed to executive leadership, determining appropriate responses, referrals, or actions. Prepares executive‑level reports and presentations, ensuring accuracy, clarity, and alignment with organizational objectives. Provides administrative support for audit preparation, including gathering documentation, coordinating requests, and supporting auditor needs. Processes and reconciles executive expenses in a timely and accurate manner, ensuring compliance with company policies. Orders and coordinates business cards and nameplates, ensuring accuracy, consistency with Company standards and timely fulfillment. Governance, Compliance & Corporate Support Exercises exceptional discretion and confidentiality while safeguarding confidential and sensitive information related to executive leadership, Board operations, and organizational strategy. Coordinates compliance with bylaws, governance standards, and regulatory requirements related to Board and committee operations, including the timely preparation and advance distribution of materials. Coordinates with legal counsel on filings, registrations, and sensitive legal matters, ensuring timely communication and follow‑through. Ensures all required legal documentation is received, reviewed for completeness, and routed to the appropriate internal stakeholders. Supports due diligence processes by collecting, organizing, and maintaining legal documentation received from internal teams and external legal counsel. Maintains ongoing communication with legal teams to monitor progress, track deadlines, and follow up on outstanding legal matters. Coordinate with corporate insurance providers (e.g., Property & Casualty) and internal stakeholders on insurance-related matters. Facilitate communication and documentation between Accounting, Finance, and banking institutions as needed. Support special projects, process improvements, and cross-functional initiatives as assigned. Perform all other duties and responsibilities as required to support executive leadership and organizational needs. Corporate Travel & Event Coordination Research, negotiate, and manage corporate travel contracts and preferred rates with travel agencies, hotels, airlines, and car rental providers. Coordinate and negotiate lodging, meeting space, catering, transportation, and related logistics for tradeshows, brand boot councils, line reviews, associate conferences, training events, executive offsites, and Board of Directors meetings. Arrange and book domestic and international travel for individuals and groups, including executives, new hires, sales teams, customers, and Board members. Register and coordinate travel for associate conferences, training programs, and Company-sponsored events. Research travel methods, pricing, and availability to ensure safe, efficient, and cost-effective travel in accordance with Company policy; recommend alternatives or adjustments as needed. Monitor travel trends, costs, and per diem practices to ensure fairness to associates while maintaining fiscal responsibility for the Company. Attend meetings (in-person or via Microsoft Teams), prepare and share documentation as needed, and follow up on assigned action items using task‑management tools such as Teams Tasks or Planner. Expense Management & Corporate Credit Cards Administer the Company’s expense management platform and the mileage reimbursement program, including compliance oversight and annual vendor/product reviews. Create and maintain expense and mileage program accounts for new hires; provide training or coordinate training on system use and policy requirements. Review, audit, and approve expense reports; communicate policy guidance and explanations when expenses are disallowed or adjusted. Administer travel advances and issues, maintain, audit, and reconcile Company credit cards, including monthly statement review and account monitoring. Maintain third-party administrator databases related to expense and mileage reimbursement programs.

Requirements

Bachelor’s degree preferred; Associate’s degree with six (6) or more years of progressively responsible executive or C-level support experience may be considered in lieu of a bachelor’s degree.
Three (3) to five (5) years of experience supporting senior executives, preferably in a corporate or publicly traded environment.
Outstanding leadership and interpersonal skills, with the ability to influence, collaborate, and build trust across all levels of the organization.
Demonstrated conflict resolution skills, including the ability to navigate sensitive situations with professionalism, discretion, and sound judgment.
Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat; experience with expense management, travel booking, and board management platforms preferred.
Exceptional organizational, time management, and prioritization skills with the ability to manage multiple complex tasks simultaneously.
Strong written and verbal communication skills, with the ability to communicate professionally with executives, Board members, stockholders, vendors, and employees at all levels.
Strong ability to interpret, apply, and consistently enforce Company policies, procedures, and governance requirements.
Demonstrated ability to exercise sound judgment, maintain confidentiality, and handle sensitive information with discretion.
Proven ability to build and maintain strong working relationships with senior leadership, Board members, associates, vendors, and business partners.
Highly process‑ and detail‑oriented, with exceptional organizational skills and the ability to manage multiple priorities and deadlines simultaneously.
Ability to work independently, take initiative, and exercise discretion while maintaining a collaborative, team‑oriented approach.
High attention to detail, accuracy, and follow-through.
Adaptability and flexibility to respond to changing priorities, deadlines, and business needs.

Nice To Haves

Experience supporting Board of Directors activities and governance processes strongly preferred.

Responsibilities

Provide direct administrative support to the President, and Chief Executive Officer (COO), Chief Operating Officer and Chief Financial Officer (COO & CFO), including complex calendar management, meeting coordination, and project tracking.
Manage all logistics for Board of Directors meetings, including serving as program administrator for board management software, coordinating materials from presenters, and preparing and distributing agendas and meeting packets in compliance with governance requirements.
Coordinate meeting preparation, including reserving on-site and off-site locations, arranging catering, and booking travel and lodging for out-of-town attendees.
Compose, prepare, and review executive-level correspondence, presentations, and materials, many of which are highly confidential.
Serve as a point of contact for Board members, legal counsel, auditors, investors, and internal stakeholders on behalf of executive leadership.
Research, prioritize, and follow up on issues and inquiries addressed to executive leadership, determining appropriate responses, referrals, or actions.
Prepares executive‑level reports and presentations, ensuring accuracy, clarity, and alignment with organizational objectives.
Provides administrative support for audit preparation, including gathering documentation, coordinating requests, and supporting auditor needs.
Processes and reconciles executive expenses in a timely and accurate manner, ensuring compliance with company policies.
Orders and coordinates business cards and nameplates, ensuring accuracy, consistency with Company standards and timely fulfillment.
Exercises exceptional discretion and confidentiality while safeguarding confidential and sensitive information related to executive leadership, Board operations, and organizational strategy.
Coordinates compliance with bylaws, governance standards, and regulatory requirements related to Board and committee operations, including the timely preparation and advance distribution of materials.
Coordinates with legal counsel on filings, registrations, and sensitive legal matters, ensuring timely communication and follow‑through.
Ensures all required legal documentation is received, reviewed for completeness, and routed to the appropriate internal stakeholders.
Supports due diligence processes by collecting, organizing, and maintaining legal documentation received from internal teams and external legal counsel.
Maintains ongoing communication with legal teams to monitor progress, track deadlines, and follow up on outstanding legal matters.
Coordinate with corporate insurance providers (e.g., Property & Casualty) and internal stakeholders on insurance-related matters.
Facilitate communication and documentation between Accounting, Finance, and banking institutions as needed.
Support special projects, process improvements, and cross-functional initiatives as assigned.
Perform all other duties and responsibilities as required to support executive leadership and organizational needs.
Research, negotiate, and manage corporate travel contracts and preferred rates with travel agencies, hotels, airlines, and car rental providers.
Coordinate and negotiate lodging, meeting space, catering, transportation, and related logistics for tradeshows, brand boot councils, line reviews, associate conferences, training events, executive offsites, and Board of Directors meetings.
Arrange and book domestic and international travel for individuals and groups, including executives, new hires, sales teams, customers, and Board members.
Register and coordinate travel for associate conferences, training programs, and Company-sponsored events.
Research travel methods, pricing, and availability to ensure safe, efficient, and cost-effective travel in accordance with Company policy; recommend alternatives or adjustments as needed.
Monitor travel trends, costs, and per diem practices to ensure fairness to associates while maintaining fiscal responsibility for the Company.
Attend meetings (in-person or via Microsoft Teams), prepare and share documentation as needed, and follow up on assigned action items using task‑management tools such as Teams Tasks or Planner.
Administer the Company’s expense management platform and the mileage reimbursement program, including compliance oversight and annual vendor/product reviews.
Create and maintain expense and mileage program accounts for new hires; provide training or coordinate training on system use and policy requirements.
Review, audit, and approve expense reports; communicate policy guidance and explanations when expenses are disallowed or adjusted.
Administer travel advances and issues, maintain, audit, and reconcile Company credit cards, including monthly statement review and account monitoring.
Maintain third-party administrator databases related to expense and mileage reimbursement programs.