Executive Administrator


Company: Confluent Strategies

Reports To: President and CEO

Hours: 40/week

Position Summary

Under the direction of the President and CEO, the Executive Administrator (the “EA”) is a professional that facilitates and executes all matters on behalf of the CEO and the Leadership Team. The EA supports the CEO, other executives of the company, and the board of directors as requested by the CEO. The EA is expected to consistently, respectfully, and confidentially provide high-level administrative support in the performance of the responsibilities of the position. Responsibilities of the position include, but are not limited to, planning and scheduling meetings; managing projects which may include travel and event management; organizing and maintaining files and records; conducting research, analyzing information; reporting; and performing clerical functions such as preparing correspondence, receiving visitors, and arranging conference calls. Above all, the EA always represents the CEO in the utmost professional manner.

Essential Duties and Responsibilities

These essential duties and responsibilities are not intended to be and should not be construed as an all-inclusive list of responsibilities, skills, or working conditions associated with this position. While it is intended to accurately reflect the job requirements, management reserves the right to modify, add, or remove duties or assign other duties as necessary.

  • Professionally represents the CEO and Leadership Team in all circumstances.
  • Maintain strict confidentiality regarding all matters handled through the executive office.
  • Maintain executive calendar. Set up meetings and conference calls.
  • Act as a liaison representing the Leadership Team and the Board of Directors.
  • Assist executives with preparation for Board meetings, including preparation of PowerPoint presentations and other meeting materials.
  • Manage executive telephone calls, as well as any incoming calls in a professional manner.
  • Analyze, process, and prioritize correspondence, reports, and requests for/from the Leadership Team.
  • Financial and quantitative sales analysis and reporting.
  • Responsible for interoffice communication with the Leadership Team.
  • Procure supplies to include stationary, etc.
  • Coordinate all employee functions. Including but not limited to holiday lunches, meeting lunches, and/or dinners as needed, from time to time procure as appropriate and as requested by the Leadership Team recognition gifts (i.e., flowers, etc.) for employees, clients, or others.
  • File Annual Reports in all relevant state jurisdictions.
  • Maintain corporate files. File and retrieve corporate documents, records, and reports.
  • Take minutes for meetings when requested (i.e., quarterly board meetings, 401k Trustees Meeting, etc.).
  • Coordinate with the sales team and Equifax for updates to certain report requests.
  • Maintain boardroom calendar.
  • Organize all corporate meetings and prepare documents and other meeting materials. Plan and make arrangements as necessary for food or catering. 
  • Oversee all aspects of the corporate golf tournament.
  • Manage travel, hotel arrangements, venue reservations, etc., to facilitate offsite meetings for management and/or the sales team. 
  • Manage the corporate auto policy and keep updated along with changes to the rental agreement, IRS mileage rate, etc.
  • Place order(s) with vendors or through the marketing department for corporate give-a-ways. 
  • Prepare as needed documents/packages for FedEx delivery through FedEx online.
  • Whether verbally or in writing, communicate to all employees, internal customers, or external customers in a manner that is professional, courteous, respectful, tactful, clear, concise, correct, and effective.
  • Other duties as assigned.

Skills and Qualifications

To perform this job successfully, an individual must be able to perform each essential duty with a high level of competency and confidentiality. Being punctual and a self-starter are a must.

The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education/Experience

College degree with at least two (2) years of administrative experience as a senior executive assistant or other secretarial position. Previous experience working in the financial industry is preferred. Previous experience working in marketing and sales is a plus.

Other Skills and Qualifications

  • Must have discretion and maintain strict confidentiality regarding all matters handled through the executive office.
  • Exceptional degree of professionalism, accountability, and helpfulness, and a demonstrated passion for strong customer service.
  • Exemplary planning and time management skills; must be versatile, flexible, and agile to shift from projects and activities as priorities change.
  • Anticipates the needs of the CEO or executive(s) and creates efficiencies for self and CEO or executive(s).
  • Strong computer literacy, competence, and excellent PC Skills, including but not limited to Word, Excel, PowerPoint, SharePoint, and Adobe.
  • Ability to see the big picture while also understanding and managing details.
  • Excellent organizational skills and attention to detail.
  • Self-motivated and proactive with a “Get Stuff Done” attitude.
  • Strong analytical and critical thinking/problem-solving skills. 
  • Ability to learn new systems and processes.
  • Outstanding interpersonal and follow-up skills.
  • Excellent verbal and written communication skills; able to collaborate effectively and courteously with all levels of employees and external contacts.
  • Proactive and self-directed, ability to work independently and as a team.
  • Dependable.
  • Ability to work well in a fast-paced, dynamic environment.
  • Ability to cope under pressure and adapt accordingly.
  • Ability to proactively address and resolve problems, make appropriate recommendations, propose alternatives, and use sound business judgment.