Project AdvisorExecutive Administrator

Position Summary

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.

Key Responsibilities

Executive Support & Operations

• 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.

Travel & Event Management

• 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.

Communication & Project Coordination

• 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.

Qualifications

Required Experience & Skills

• 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.
• Experience with content management and collaboration platforms; familiarity with Adobe Creative Suite, Vyond, or similar tools is a plus.
• Ability to anticipate needs, solve problems proactively, and maintain a high level of professionalism under pressure.

Personal Attributes

• Positive, collaborative, and customer-focused mindset.
• Highly organized with exceptional attention to detail.
• Resourceful self-starter with strong initiative and follow-through.
• Adaptable and resilient in a rapidly changing environment.
• Strong decision-making, judgment, and problem-solving capabilities.
• Ability to work independently while effectively partnering across teams and functions.

Core Competencies

• Executive Presence and Professionalism
• Strategic Prioritization and Time Management
• Communication and Relationship Building
• Project Coordination and Execution
• Organizational Agility
• Problem Solving and Decision Making
• Confidentiality and Sound Judgment
• Attention to Detail
• Collaboration and Teamwork
• Adaptability and Resilience

Success Profile

The successful candidate will be a trusted business partner who anticipates needs, removes obstacles, drives execution, and enables senior leaders to focus on strategic priorities. They will operate with professionalism, discretion, and confidence while supporting a large, complex organization and fostering a positive employee experience across the business.