Executive Administrator

Apex Systems; United States; On-site; USD 65,000 - 95,000; Full time

Job summary

Apex Systems is seeking an Executive Administrator to support State Government Affairs as a District Assistant. The role requires 5–7 years of administrative experience in a large corporate or government setting, with strength in event coordination, travel support, calendar management and budget oversight.

Preference given to candidates with experience in compliance-driven environments and regulated activities.

Qualifications

• Minimum 5–7 years of administrative experience in a large corporate or government setting.
• Strong background in event coordination, travel support, calendar management and budgeting.
• Experience in compliance-driven environments with documentation requirements and controls.
• Experience supporting political, charitable or regulated financial activities is preferred.

Responsibilities

• Lead staging and execution of in-person events at company facilities.
• Manage electronic records and maintain confidential materials per policy.
• Maintain up-to-date internal budgets and reconcile expenditures.
• Process third-party and charitable contributions in line with rules.
• Provide travel and calendar assistance to senior leadership.
• Prepare and submit expense reports and reconcile corporate card statements.
• Support senior leadership and stakeholders with executive administrative tasks.

Skills

Administrative experience

Event coordination

Travel support

Calendar management

Budget oversight

Documentation compliance

Confidential information handling

Stakeholder coordination

Policy compliance

Education

Associate's Degree

Tools

Microsoft Office

Job description

The client is seeking an Executive Administrator to support State Government Affairs as a District Assistant. This role requires a minimum of 5-7 years of administrative experience in a large corporate or government setting, with a strong background in event coordination, travel support, calendar management, and budget oversight. The ideal candidate will have experience working in compliance-driven or regulated environments, particularly with documentation requirements, internal policies, and established controls. Experience supporting political, charitable, government affairs, or other regulated financial activities is preferred, along with the ability to handle confidential and sensitive information with discretion.

Key responsibilities include leading the staging and execution of in-person events at company facilities, managing electronic records, and maintaining confidential materials in accordance with policy. The Executive Administrator will be responsible for maintaining up-to-date internal working budgets, reconciling expenditures, processing third-party and charitable contributions, and ensuring compliance with all documentation and internal processes. Additional duties involve providing comprehensive administrative support to senior leadership, including travel and calendar assistance, preparing and submitting expense reports, and reconciling monthly corporate card statements.

The successful candidate will demonstrate strong multi-tasking and prioritization skills, excellent written and verbal communication abilities, and a proven track record of working directly with senior leadership and stakeholders. Broad knowledge of Microsoft Office and the ability to quickly learn internal systems are essential. An Associate's Degree or higher-level education is preferred for this position. The role is suited for individuals who exercise sound judgment, maintain professionalism, and thrive in dynamic, compliance-focused environments.