Executive Administrator

Calance, Inc.; Georgetown (KY); On-site; USD 34,000 - 45,000; Full time

Benefits offered by this job

Health insurance

Dental plans

Vision plan

401K Retirement vesting

Bi-Weekly/Direct Deposit

Flex Spending Plan

Voluntary Life, AD&D, STD/LTD

Job summary

Calance is seeking an Executive Administrator in Georgetown, KY to support C-Level executives on a 12-month, onsite contract. Start ASAP. The role manages calendars, travel arrangements, reports, expense processing, and general administrative duties.

You will interface with executives, coordinate events, assist IT and facilities tasks, and help maintain office operations in a fast-paced corporate environment.

Qualifications

• 2+ years as an Executive Administrator supporting corporate environments.
• Experience creating reports and scheduling travel for senior management.
• Experience handling multiple C-level executives and complex calendars.
• Strong communication with clients, vendors and project teams.
• Advanced Microsoft Office (Word, PowerPoint, Excel, Outlook, MS Teams).
• Ability to set up LAN/Wi-Fi for remote work and basic troubleshooting.
• Experience in event planning and knowledge of budgeting processes.

Responsibilities

• Manage multiple executive schedules and travel arrangements.
• Coordinate domestic and international travel, meetings and registrations.
• Process confidential tasks, reports, and events with discretion.
• Support executives and IT/office resources and maintain seating charts.
• Assist with events, catering, and conference logistics.
• Provide after-hours support for travel emergencies.

Skills

Executive administration

Calendar management

Travel coordination

Professional communication

MS Office proficiency

Event planning

Budgeting basics

IT support liaison

Education

Associate degree in business or related field

Tools

Oracle PeopleSoft

SAP Ariba

Job description

Executive Administrator (ID: 45139)

Duration: 12 Months (On-going Contract). Start Date: ASAP.

Location: Georgetown, KY (ONSITE, 40324).

Pay Rate: $25.00 - $33.00 per hour (W2 Only).

We will NOT accept 3rd Party (C2C) Contractors.

Seeking to hire a Executive Administrator who has support C-Level Executives.

Responsibilities Include:

• Manage multiple executive schedules.
• Coordinate complex domestic and international travel arrangements - including meetings, logistics and travel (flights, lodging, ground transportation, necessary conference registrations)
• Use sound judgement and personal knowledge of executives' goals and needs to anticipate and manage future needs and potential issues.
• Process and manage time-sensitive and/or confidential tasks including actions, reports, events, dinners/conferences, with discretion and accuracy
• Establish a positive, respectful, and trusting relationship with executives and their direct reports/departments.
• Promote company culture, decisions, and policies
• Provide informational assistance and direct team members to reference policies, websites, IT resources, etc.
• Process expense reports for multiple executives (confirming receipts, amounts, accuracy of charges)
• Perform daily clerical duties such as mail distribution, office supply ordering, business card ordering, etc.
• Provide IT Support and/or input IT tickets on behalf of executives
• Manage office space and maintain current seating chart of executive area
• Provide support as needed for other team members in relation to executives' needs/goals/calendar
• Provide support for on/off-site department events/functions/conferences including scheduling, catering, travel, etc (general coordination of event(s))
• Perform work that is varied and generally administrative and/or project oriented.
• Network extensively with many of the company's executive administrative assistants
• Provide after-hours support in the event of travel emergencies.

Required Skills / Experience:

This role is 100% onsite.

• 2+ Years experience as an Executive Administrator, supporting corporate environments
• Experience creating creating reports, setting up meeting and scheduling travel arrangements for Sr. Management
• Exposure of managing multiple C-Level Consultant at a given point of time
• High capability of managing dynamic and challenging schedules for executives.
• Ability to effectively communicate in person and via email with client's project team, general contractors, vendors, purchasing groups, etc.
• Accelerated skills using Microsoft Office Suite: Word, PowerPoint, Excel, Outlook and MS Teams
• Basic Computer Trouble-shooting knowledge (Can set-up LAN/Wi-Fi and Computer for Work from home when working remotely).
• Previous experience in event planning.
• Knowledge and experience in the annual budgeting process.

Desired / Nice to Have Skills:

• Associates degree in business or related field
• Experience with Oracle PeopleSoft and SAP Ariba

Benefits:

• EPO/PPO Medical Plans
• HMO/PPO Dental programs
• Vision - VSP (Vision Plan Summary)
• 401K Retirement vesting program (VOYA)
• Paid Bi-Weekly/Direct Deposit
• Flex Spending Plan
• Voluntary Life, AD&D, STD or LTD plans

About Calance:

Calance is a global IT Services firm specializing in end-to-end solutions for Development, Managed Service, Security, SAP, Project Control Integration and IT Staffing.Operating in the United States and India, Calance helps clients bring their ideas and strategies to life through talent, technology and tenacity.