EXECUTIVE ADMINISTRATOR

Carter Machinery Company, Inc.; Mechanicsville (VA); On-site; USD 73,000 - 95,000; Full time

Benefits offered by this job

Health, dental and vision insurance

Paid time off

401(k) with match up to 6%

Life and disability insurance

In-house training programs

Employee referral bonus program

Tool allowances and tool loans

Discounts on cellular phone service, 2

Overtime opportunities

Shift differential (if applicable)

Job summary

Carter Machinery Co. Inc. in Richmond, VA is seeking an Executive Administrator to provide high-level support to the C-Suite. You will manage calendars, coordinate travel, and handle legal document processing with discretion.

The role requires five years of executive support, a business degree, and proven leadership of administrative teams. You will contribute to meeting logistics, vendor coordination, and travel policy updates.

Qualifications

• Bachelor’s degree in business or equivalent education and experience.
• Minimum five years of progressively responsible administrative experience supporting C-Suite executives, with Board interface experience strongly preferred.
• Prior leadership responsibility for other administrative professionals.
• Excellent interpersonal and customer service skills.
• Strong communicator with excellent oral and written communication skills.
• Strong attention to detail.
• Proficient with Microsoft Office products.
• Strong analytical and problem-solving skills.
• Self-directed with the ability to work with limited supervision.

Responsibilities

• Manage executive calendars and travel arrangements.
• Coordinate signing, scanning, and mailing of legal documents.
• Process requests for donations, sponsorships, memberships, and subscriptions; compile annual totals.
• Plan and coordinate comprehensive logistics of corporate meetings.
• Review invoices and approve payments for corporate meetings.
• Oversee meeting spaces and configurations within Carter facilities.
• Assist in development and updates of travel policy guidelines.

Skills

Executive support

C-Suite support

Leadership

Communication skills

Attention to detail

Microsoft Office

Self-directed

Problem-solving

Education

Bachelor’s degree in business

Tools

Microsoft Office Suite

Job description

Join a Company That’s Built to Elevate You.

At Carter Machinery, we don’t just offer jobs - we offer long-term careers defined by purpose, innovation, and impact. We’ve built an award-winning workplace where high achievers thrive, careers grow, and your work truly matters.

Our legacy is strong, our vision is bold, and our future is built on investing in the growth and well-being of our people. Whether you're turning a wrench, managing operations, or supporting customers, you play a vital role in powering industries that moves the world forward.

Job Title

Executive Administrator

Location

Richmond, Virginia

Starting Compensation Range

$73,000 - $95,000 per year

What You Will Do

• Take action authorized during an executive’s absence to handle any matters requiring attention or see that they are referred to delegated authority; Use initiative and judgment to minimize effect of their absence
• Arrange schedules and reservations for travel of designated Executive Team
• Work with officers and lawyers to coordinate signing, scanning and mailing of legal documents
• Submit requests for donations, sponsorships, memberships and subscription through database, complete process of requests for payment, and compile for yearly totals
• Plan and coordinate comprehensive logistics of corporate meetings, including scheduling, site selection and physical arrangements, agendas, and other related activities
• Review invoices and approve payments associated with corporate meetings
• Oversee corporate meeting and conference space within Carter facilities; Coordinate space and room configurations when needed
• Purchase supplies for home facility and maintain stocking of hospitality items in storage areas
• May submit requests for corporate plane for designated executives
• Assist in development and updates of travel policy guidelines
• Review P-card statements at month end
• Maintain schedule of appointments, calendar entries and events for designated executives
• Receive and assist visitors meeting executives
• Review industry periodicals and management publications, annotating information of interest to top management
• Respond to inquiries from any Carter and Caterpillar employee with needed information and direction
• Work in coordination with team to achieve Continuous Improvement goals and objectives
• Perform other related duties as assigned

What We’re Looking For

• Bachelor’s degree in business or the equivalent education and experience
• Minimum five years of progressively responsible administrative experience supporting C-Suite executives, with Board interface experience strongly preferred
• Prior leadership responsibility for other administrative professionals
• Excellent interpersonal and customer service skills
• Strong communicator with excellent oral and communication skills
• Strong attention to detail
• Proficient with all Microsoft Office products
• Strong mathematical skills
• Self-directed and able to work with limited supervision
• Strong analytical and problem-solving skills

What Success Looks Like In This Role

• Successful handling of matters requiring attention during an executive’s absence
• Efficient arrangement of schedules and reservations for travel of designated Executive Team
• Coordination of signing, scanning and mailing of legal documents
• Accurate submission of requests for donations, sponsorships, memberships and subscription through database, processing of requests for payment, and compiling for yearly totals
• Successful planning and coordination of comprehensive logistics of corporate meetings
• Maintaining confidentiality of sensitive information
• Effective multi-tasking, including handling multiple projects in an organized, timely manner
• Organized with ability to prioritize workload while providing excellent customer service
• Promoting a positive customer experience
• Upholding the Core Values of Integrity, Commitment, Excellence and Teamwork by embracing The Carter Way

Physical Requirements

• Regularly required to sit and talk or hear
• Frequently required to stand, walk, use hands to finger, handle, or feel and reach with hands and arms
• Occasionally lift and/or move up to 20 pounds
• Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus

Competitive Compensation and Benefits

• Health, dental and vision insurance
• Paid time off
• 401(k), $0.75 to $1.25 match up to 6%
• Life and disability insurance
• In-house training instructors/programs
• Employee referral bonus program
• Tool allowances and tool loans
• Discounts on cellular phone service, computers, and vehicles
• Opportunities for overtime
• Shift differential (if applicable)

You’ll gain access to real learning, real advancement, and a real future in a company that’s reshaping what it means to lead in our industry. If you're looking for purpose, possibilities, and a team that wins together - you belong at Carter Machinery.

Come build what matters and build your future with us

Actual base pay may vary based on experience, skills, qualifications, education, geographic location, and other relevant business considerations. In addition to base pay, the compensation package may include participation in performance-based incentive programs (e.g., discretionary or non-discretionary plans), as well as overtime eligibility depending on the role.

Carter Machinery Co. Inc. is an EEO/AA Employer. All qualified individuals – including minorities, females, veterans, and individuals with disabilities, or any other characteristic protected by law – are encouraged to apply.

Carter Machinery is a drug-free workplace.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.