Torchora
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Key Responsibilities and Required Skills for Executive Administrator

💰 $75,000 - $115,000

AdministrativeExecutive SupportOperations

🎯 Role Definition

The Executive Administrator is the strategic cornerstone of the executive office, serving as a trusted partner and operational force multiplier for C-suite leadership. More than a support role, this position acts as a gatekeeper, a primary liaison, and a proactive problem-solver, ensuring the executive's time is optimized and their strategic objectives are seamlessly executed. You will operate at the heart of the business, handling highly confidential information and complex logistical challenges with exceptional discretion and foresight. This role is critical for maintaining organizational momentum and enabling our leaders to focus on driving the company forward.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Senior Executive Assistant
  • Office Manager
  • Project Coordinator

Advancement To:

  • Chief of Staff
  • Senior Manager, Executive Operations
  • Business Operations Manager

Lateral Moves:

  • Project Manager
  • Event Manager
  • HR Coordinator

Core Responsibilities

Primary Functions

  • Proactively manage and de-conflict an extremely active and dynamic calendar of appointments, ensuring the executive's schedule is optimized for productivity and aligned with strategic priorities.
  • Act as the primary point of contact and gatekeeper, fielding internal and external communications with professionalism and triaging requests to the appropriate stakeholders.
  • Coordinate and manage complex international and domestic travel arrangements, including flights, accommodations, ground transportation, and visa applications, while creating detailed, seamless itineraries.
  • Prepare, proofread, and format a wide range of internal and external communications and documents, including memos, presentations, reports, and board materials, ensuring accuracy and brand consistency.
  • Organize and execute high-stakes meetings, including board meetings, all-hands, and executive offsites, by managing logistics, preparing agendas, taking minutes, and tracking action items.
  • Process and reconcile expense reports and manage departmental invoices and purchase orders in a timely and accurate manner, ensuring compliance with company policy.
  • Handle highly sensitive and confidential information with the utmost discretion, maintaining trust and safeguarding critical business, personnel, and financial data.
  • Anticipate the executive's needs and proactively address potential issues before they arise, demonstrating a forward-thinking and solution-oriented mindset.
  • Build and maintain strong, collaborative relationships with key stakeholders, including board members, investors, clients, and internal team members.
  • Conduct research, compile data, and prepare briefing materials to ensure the executive is fully prepared for all meetings, speaking engagements, and events.
  • Manage and prioritize conflicting needs and handle matters expeditiously and proactively, often with deadline pressures.
  • Assist in the coordination and execution of special projects, acting as a project lead or key contributor as required by the executive team.
  • Serve as a liaison to the board of directors and senior management teams, facilitating communication and information flow.
  • Maintain an organized system of physical and digital files, ensuring information is easily and quickly retrievable.
  • Coordinate logistics for new executive hires, collaborating with HR and IT to ensure a smooth and positive onboarding experience.
  • Plan and execute team-building events and morale-boosting activities for the executive's direct reports and broader department.
  • Provide hospitality to all guests and visitors of the executive, ensuring a professional and welcoming experience.
  • Manage office supplies, equipment, and other resources required for the executive office to function efficiently.
  • Partner with IT to troubleshoot minor technical issues for the executive and ensure their technology setup is always optimal.
  • Draft, review, and send communications on behalf of the executive, capturing their voice and tone with precision.
  • Act as a knowledgeable resource and "go-to" person for the executive's team, providing guidance on company policies and procedures.

Secondary Functions

  • Provide backup support and coverage for other Executive Administrators during absences to ensure continuous executive support.
  • Serve as a culture carrier, championing company values and initiatives within the executive's department and the broader organization.
  • Assist in the planning and execution of company-wide events and special projects as needed.
  • Mentor and provide guidance to more junior administrative staff within the organization.

Required Skills & Competencies

Hard Skills (Technical)

  • Expert Proficiency in Microsoft Office Suite: Advanced knowledge of Outlook, PowerPoint, Word, and Excel for complex calendaring, presentations, and data management.
  • Google Workspace (G-Suite): High-level competency in Gmail, Google Calendar, Docs, Sheets, and Slides.
  • Expense Management Software: Experience with platforms like SAP Concur, Expensify, or similar corporate expense tools.
  • Travel & Booking Platforms: Skilled in using corporate travel portals and consumer booking sites to manage complex itineraries.
  • Communication & Collaboration Tools: Proficiency with Slack, Microsoft Teams, and video conferencing platforms like Zoom and Webex.
  • Project Management Software: Familiarity with tools such as Asana, Trello, or Jira for tracking tasks and project milestones.

Soft Skills

  • Unwavering Discretion & Confidentiality: The ability to handle sensitive business and personal information with the highest level of integrity.
  • Proactive Problem-Solving: A forward-thinking mindset to anticipate needs and challenges and devise effective solutions independently.
  • Exceptional Communication: Impeccable written and verbal communication skills, with the ability to articulate information clearly and professionally to all levels of the organization.
  • High Emotional Intelligence: Strong interpersonal skills to navigate complex social dynamics, build relationships, and manage different personalities effectively.
  • Adaptability & Resilience: The ability to thrive in a fast-paced, ambiguous environment, managing shifting priorities and pressure with a calm and positive demeanor.
  • Superior Organizational & Time Management Skills: A master of multitasking and prioritization, with meticulous attention to detail and the ability to manage multiple workstreams simultaneously.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor's Degree or equivalent practical experience in a corporate setting.

Preferred Education:

  • Bachelor's Degree.

Relevant Fields of Study:

  • Business Administration
  • Communications

Experience Requirements

Typical Experience Range:

  • 7-12+ years of experience in an administrative or executive support role.

Preferred:

  • At least 5 years of direct experience supporting C-level executives (e.g., CEO, COO, President) in a fast-paced, high-growth technology or corporate environment.
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