Project Advisor/Executive Administrator

ADP; San Dimas (CA); On-site; USD 30,000 - 56,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

Life Insurance

Retirement match

Wellness program

Disability insurance

Holidays

Personal days & vacation

Volunteer time off

Job summary

ADP is seeking a highly organized Project Advisor to provide executive and operational support to senior leaders, coordinating calendars, travel, meetings, and communications. The role emphasizes discretion, strong relationship-building, and collaboration across the organization to ensure execution of key priorities.

The position requires 3–5+ years in related roles, advanced MS 365 skills, and a proven ability to manage multiple executives in a fast-paced environment.

Qualifications

• 3–5+ years in executive administration, project coordination, communications, or related field.
• Proven success supporting multiple executives in a fast-paced environment.
• Ability to manage competing priorities, navigate ambiguity, and work with minimal supervision.
• Strong project coordination and organizational skills; able to analyze info and propose actions.
• Excellent verbal and written communication; capable of influencing across levels.
• Advanced calendar management, meeting coordination, and executive support experience.
• Extensive experience coordinating complex domestic and international travel.
• Proficiency with Microsoft 365 apps (Outlook, Teams, PowerPoint, Word, Excel, SharePoint).
• Experience with content management and collaboration tools; familiarity with Adobe Creative Suite, Vyond, or similar is a plus.
• Ability to anticipate needs, solve problems, and maintain professionalism under pressure.

Responsibilities

• Provide high-level administrative support to Vice Presidents and leaders.
• Manage complex calendars across multiple time zones; resolve conflicts.
• Coordinate internal and external meetings, agendas, logistics, materials and follow-ups.
• Track commitments and deliverables for timely completion.
• Serve as a key point of contact with senior leaders, employees, customers and partners.
• Exercise confidentiality with sensitive information.
• Coordinate domestic and international travel arrangements and expense reporting.
• Plan executive leadership meetings, team meetings, offsite events, and site visits.
• Develop, edit and format executive presentations and reports.
• Manage special projects that support organizational priorities and business objectives.
• Assist with internal communications and programs to enhance employee engagement.

Skills

Executive support

Calendar management

Travel coordination

Cross-functional

Communication

MS 365

Meeting logistics

Problem solving

Discretion

Relationship building

Tools

Microsoft 365

Outlook

Teams

PowerPoint

Word

Excel

SharePoint

Adobe Creative Suite

Vyond

Job description

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.
• In this position you are responsible for ensuring ADP’s compliance with regulatory (e.g., regulation E) and third‑party requirements.
• Knowledge of privacy and security protocols, identifying fraudulent activity, and compliance with applicable laws and regulations.
• Escalate operational gaps or compliance concerns to management.
• Participate in compliance related training and communication programs, 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.

Base salary offers for this position may vary based on factors such as location, skills, and relevant experience. Some positions may include additional compensation in the form of bonus, equity or commissions. We offer the following benefits: Medical, Dental, Vision, Life Insurance, Matched Retirement Savings, Wellness Program, Short‑and Long‑Term Disability, Charitable Contribution Match, Holidays, Personal Days & Vacation, Paid Volunteer Time Off, and more.

The compensation for this role is USD $21.92 - USD $40.87 / Hour*

• Actual compensation will not be less than the applicable minimum wage or minimum exempt salary requirement under federal, state and local laws.

A little about ADP:

We are a comprehensive global provider of cloud‑based human capital management (HCM) solutions that unite HR, payroll, talent, time, tax and benefits administration and a leader in business outsourcing services, analytics, and compliance expertise. We believe our people make all the difference in cultivating a down‑to‑earth culture that embraces our core values, welcomes ideas, encourages innovation, and values belonging. We've received recognition for our work by many esteemed organizations, learn more at ADP Awards and Recognition.

Diversity, Equity, Inclusion & Equal Employment Opportunity at ADP:

ADP is committed to an inclusive, diverse and equitable workplace, and is further committed to providing equal employment opportunities regardless of any protected characteristic including: race, color, genetic information, creed, national origin, religion, sex, affectional or sexual orientation, gender identity or expression, lawful alien status, ancestry, age, marital status, protected veteran status or disability. Hiring decisions are based upon ADP’s operating needs, and applicant merit including, but not limited to, qualifications, experience, ability, availability, cooperation, and job performance.

Ethics at ADP:

ADP has a long, proud history of conducting business with the highest ethical standards and full compliance with all applicable laws. We also expect our people to uphold our values with the highest level of integrity and behave in a manner that fosters an honest and respectful workplace.