Executive Admin, Contract
About The Position
We are seeking a highly organized, detail-oriented, and proactive professional responsible for supporting multiple C-Suite and senior executives on a contract basis. This role requires a high degree of professionalism, strong judgment, extreme discretion, and the ability to anticipate needs while working with minimal supervision. The Executive Administrator collaborates closely with the Executive Administrator team and reports to the Sr. Manager of PX Administration and Program Management. Executive Support Manage complex calendars for multiple C-Suite and senior executives, including scheduling, adjusting meetings, resolving conflicts, and coordinating priorities across stakeholders; proactively identify and resolving schedule conflicts as they arise, and routinely audit calendars with a two-month look ahead. Prepare, edit, and review documents, presentations, correspondence with accuracy and professionalism. Track and reconcile executive expenses, manage P-Card purchases, process expense reports, and monitor procurement and payment approvals in accordance with company policy. Participates in executive team meetings, when appropriate, to obtain business context and coordinate special project responsibilities. Attends executive offsites to oversee logistics and maintain awareness of strategic discussions. Travel & Logistics Coordinate domestic and international travel arrangements, including flights, hotels, meals, and transportation. Provide real-time support for changes or disruptions to travel schedules. Develop comprehensive itineraries for conferences, offsites, and multi-stop travel. Meeting & Event Coordination Plan and coordinate executive-level events, including venue selection, catering, logistics planning, and onsite support. Assist with small and large-scale special projects, including planning conferences and events. Operational & Administrative Support Proactively assess administrative needs, prioritize tasks, and recommend effective solutions to support team and business operations. Organize and maintain electronic and physical files in compliance with GHX Security and Compliance guidelines. Follow all GHX policies, including Travel & Expense, Compliance, and Security policies. Support additional assignments as requested.
Requirements
- Bachelor’s degree in business administration, communications, or related field
- 5+ years of experience in executive administration, event coordination, or related field
- Experience working in a remote, fast-paced environment
- This role is hybrid and requires in-office time at our headquarters in Denver, CO
- Advanced experience in calendar, T&E and financial approval software including MS Office, PowerPoint, Concur and systems similar to Oracle.
- Strong organizational skills and attention to detail
- Ability to maintain confidentiality
- Excellent written and verbal communication skills
- Ability to prioritize and manage multiple tasks and deadlines
Responsibilities
- Manage complex calendars for multiple C-Suite and senior executives, including scheduling, adjusting meetings, resolving conflicts, and coordinating priorities across stakeholders
- Prepare, edit, and review documents, presentations, correspondence with accuracy and professionalism.
- Track and reconcile executive expenses, manage P-Card purchases, process expense reports, and monitor procurement and payment approvals in accordance with company policy.
- Participates in executive team meetings, when appropriate, to obtain business context and coordinate special project responsibilities.
- Attends executive offsites to oversee logistics and maintain awareness of strategic discussions.
- Coordinate domestic and international travel arrangements, including flights, hotels, meals, and transportation.
- Provide real-time support for changes or disruptions to travel schedules.
- Develop comprehensive itineraries for conferences, offsites, and multi-stop travel.
- Plan and coordinate executive-level events, including venue selection, catering, logistics planning, and onsite support.
- Assist with small and large-scale special projects, including planning conferences and events.
- Proactively assess administrative needs, prioritize tasks, and recommend effective solutions to support team and business operations.
- Organize and maintain electronic and physical files in compliance with GHX Security and Compliance guidelines.
- Follow all GHX policies, including Travel & Expense, Compliance, and Security policies.
- Support additional assignments as requested.
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What This Job Offers
Career Level
Executive
