Project Advisor/Executive Administrator

ADP•San Dimas, CA

13d

About The Position

We are seeking a highly organized, proactive, and resourceful Project Advisor to provide executive and operational support to Vice Presidents and their extended organizations. This individual will serve as a trusted partner to senior leadership, ensuring seamless business operations, effective communication, and successful execution of key priorities. The ideal candidate thrives in a fast-paced environment, excels at managing competing demands, anticipates needs before they arise, and demonstrates exceptional professionalism, discretion, and sound judgment. Success in this role requires strong relationship-building skills, attention to detail, and the ability to collaborate effectively across all levels of the organization.

Requirements

3–5+ years of experience in executive administration, project coordination, communications, or a related field, preferably supporting senior leaders.
Proven success supporting multiple executives simultaneously in a fast-paced, dynamic environment.
Demonstrated ability to manage competing priorities, navigate ambiguity, and execute with minimal supervision.
Strong project coordination and organizational skills, including the ability to analyze information, identify solutions, and recommend actions.
Exceptional verbal and written communication skills with the ability to influence and build relationships across all levels of the organization.
Advanced calendar management, meeting coordination, and executive support experience.
Extensive experience coordinating complex domestic and international travel.
Advanced proficiency with Microsoft 365 applications, including Outlook, Teams, PowerPoint, Word, Excel, and SharePoint.
Ability to anticipate needs, solve problems proactively, and maintain a high level of professionalism under pressure.

Nice To Haves

Familiarity with Adobe Creative Suite, Vyond, or similar tools is a plus.
Experience with content management and collaboration platforms.

Responsibilities

Provide high-level administrative support to Vice Presidents, ensuring efficient day-to-day operations and alignment of priorities.
Manage complex executive calendars, including scheduling across multiple time zones, resolving conflicts, and optimizing leaders' time.
Coordinate internal and external meetings, including agendas, logistics, conference rooms, materials, and follow-up actions.
Track executive commitments, action items, and deliverables to ensure timely completion.
Serve as a key point of contact for executives, engaging professionally with senior leaders, employees, customers, and external partners.
Exercise the highest level of confidentiality when handling sensitive business and personnel information.
Coordinate complex domestic and international travel arrangements, including itineraries, accommodations, transportation, and expense reporting.
Plan and manage executive leadership meetings, team meetings, offsite events, and leadership site visits.
Support local site initiatives, employee programs, Business Resource Group (BRG) activities, and leadership engagement events.
Develop, edit, and format executive presentations, reports, communications, and other business materials.
Manage special projects and initiatives that support organizational priorities and business objectives.
Assist with internal communications and programs that enhance employee engagement and the overall associate experience.
Partner with cross-functional teams and administrative professionals to ensure effective business execution and operational excellence.
Support office moves, workspace planning, re-stacking efforts, and other site-related projects as needed.