Corporate Administrative Manager

This role combines traditional executive assistant duties with additional responsibilities in corporate communication and event management. Corporate Administrative Manager may handle internal and external communications, organize corporate events, and support the executive team in various capacities. This role will report directly to the CHRO, with dotted line responsibilities to the entire Executive team.Key Job DutiesAdministrative Support Manage the calendars of senior executives, including scheduling meetings, appointments, and travel arrangements, when requested. Organize and maintain files, records, and other important documents for the executive team. Draft, review, and edit correspondence, reports, and presentations for executives. Handle incoming and outgoing communications on behalf of executives, including emails, phone calls, and letters when needed. Prepare and process expense reports and manage budgets related to the executive office. Event and Meeting Planning and Coordination Plan, organize, and coordinate executive meetings and larger corporate sponsored events, including preparing agendas, briefing materials, and presentations. Corporate events include but not limited to: Leadership Conference, Circle of Excellence, Operations Summit, ELT Strategy Session, Corporate EOY Party, and others as needed. Attend meetings, take minutes, and distribute action items to relevant parties. Follow up on meeting action items and ensure deadlines are met. Arrange and manage logistics for off-site meetings, conferences, and other executive gatherings. Manage event logistics, including venue selection, catering, transportation, and technology setup. Coordinate with vendors, contractors, and other service providers to ensure events run smoothly. Develop event agendas, coordinate speaker schedules, and oversee event-day operations. Project Management Assist executives with the planning and execution of special projects and initiatives. Coordinate cross-departmental efforts to ensure projects are completed on time and within scope. Monitor project progress, report on status, and identify potential issues that need to be addressed. Conduct research and gather data to support executive decision-making. Corporate Communication Assist in drafting internal and external communications, including memos, newsletters, and announcements. Coordinate communication between the executive team and other departments, ensuring clear and timely information flow. Create and manager Weekly communications to the Field in a consolidated format Manage and update content for corporate websites, social media platforms, and internal communication channels. Prepare and distribute executive communications to stakeholders, employees, and external partners. Schedule, and coordinate Quarterly calls (agenda, questions, and follow ups) Coordinate BOQ and BOY year winners. Manage corporate distribution lists for all function departments, be the gatekeeper for messages to the Field. Confidentiality and Discretion Handle sensitive information with the utmost confidentiality and professionalism. Maintain discretion when dealing with personal or private matters related to the executive team. Office Management Oversee the day-to-day operations of the executive office, including supply management and office organization. Supervise administrative staff or assistants who support the executive team Ensure the executive office operates efficiently and is equipped with the necessary tools and resources. Travel Coordination Arrange and coordinate travel for executives, including flights, hotels, and ground transportation. When needed or requested, prepare detailed travel itineraries and ensure all necessary travel documents are in order. Assist with collecting and communicating information around M&A travel, hotels, dinners, rental cars and other items Handle last-minute changes or issues that arise during travel. Required Skills And Qualifications Organizational Skills: Ability to manage multiple tasks and priorities efficiently. Communication Skills: Strong verbal and written communication skills are essential. Attention to Detail: High level of accuracy in work, especially when managing schedules and communications. Project Management: Experience in managing projects from conception to completion. Confidentiality: Ability to handle confidential information with discretion. Tech Savvy: Proficiency with office software, such as Microsoft Office Suite, and familiarity with project management tools. Problem-Solving: Ability to anticipate issues and proactively find solutions. This role is key in ensuring that executives can focus on strategic responsibilities by handling the operational and logistical details of their day-to-day work. Apply Now