Executive Operations Specialist
project44
Why project44?
At project44, we’re on a mission—to make supply chains work.
We revolutionize supply chains with our High-Velocity Supply Chain Platform. As the connective tissue of the supply chain, project44 optimizes global product movement, delivering unparalleled resiliency, sustainability, and value for our customers. We operate the world's most trusted end-to-end visibility platform, tracking over 1 billion shipments annually for 1,300 leading brands across industries including manufacturing, automotive, retail, life sciences, food & beverage, and oil, chemical & gas. Our High-Velocity platform eliminates supply chain friction, enabling sophisticated inventory control, exceptional customer experience, and predictive analytics through machine learning and automation.
About the Role:
The Executive Administrative Specialist will provide high-level administrative support to our executive team, managing schedules, communications, and key administrative tasks. This role requires a detail-oriented individual with strong communication skills and a proactive approach to problem-solving.
Key Responsibilities:
- Calendar Management: Handle complex calendar management, ensuring effective scheduling and prioritization of meetings, travel, and events for executives.
- Travel & Itinerary Coordination: Organize domestic and international travel, including itinerary creation and adjustments to ensure seamless travel experiences for executives.
- Executive Communication: Serve as the first point of contact, handling correspondence with senior internal and external stakeholders, including clients, vendors, and board members.
- Meeting & Event Planning: Coordinate and prepare for executive meetings, including agenda preparation, note-taking, and logistics management for onsite and offsite gatherings.
- Document Management: Prepare and manage sensitive documents, create presentations, and ensure the accurate organization of executive files and records.
- Expense & Budget Management: Manage expense reports and budget tracking, ensuring timely processing of expenses and accurate reporting using systems such as Concur and Expensify.
- Project Support: Assist with special projects and ad hoc requests as directed by executives, providing research, data entry, and reporting as needed.
- Problem Solving & Decision-Making: Proactively resolve scheduling conflicts, anticipate needs, and make informed decisions to optimize executive workflow.
Qualifications:
- Technical Proficiency: Advanced skills in Microsoft Office Suite (Excel, PowerPoint, Word) and experience with calendar and travel management tools. Knowledge of Concur and Expensify is preferred.
- Exceptional Organizational Skills: Ability to multitask effectively, prioritize tasks, and manage time efficiently in a fast-paced environment.
- Professional Communication: Strong verbal and written communication skills, with a keen sense for professionalism when interacting with stakeholders at all levels.
- Adaptability & Discretion: Demonstrated discretion in handling confidential information and the flexibility to adapt to changing priorities.
- Experience: 4+ years of executive administrative experience, supporting C-suite or senior executives, ideally within a dynamic, high-growth environment.