Job Description
Job Description
Summary of Position :
We’re seeking a highly organized and proactive Executive Support Administrator to provide executive, financial, and operational support. This role primarily supports the Chief Technology Officer, with secondary responsibilities spanning other departments. The ideal candidate thrives in a fast-paced environment, demonstrates strong financial acumen, and excels at managing cross-functional priorities with precision and professionalism.
Essential Duties and ResponsibilitiesExecutive & Administrative Support (Approx. 50%)
- Manage CTO’s calendar, travel, and meeting logistics
- Prepare agendas, take meeting notes, and track follow-ups
- Coordinate internal communications and assist with presentation materials
- Maintain documentation, MS Teams sites, and shared knowledge repositories
- Support planning and logistics for workshops, offsites, and vendor visits
- Act as liaison between CTO and internal / external stakeholders
- Other duties as assigned
Financial Operations & Expense Management (Approx. 25%)
Assist in developing and managing annual budgets and quarterly forecastsTrack and analyze expenditures across hardware, software, cloud services, and vendor contractsMonitor actuals vs. budget and investigate variancesSupport invoice processing, vendor onboarding, and Purchase Order trackingPrepare and submit expense reports for CTO and tech leadershipMaintain financial models and dashboards for scenario planning and ROI analysisCollaborate with Finance and Procurement to ensure accurate cost allocations and reportingHelp prepare monthly, quarterly, and ad hoc financial reportsOther duties as assignedOperations & HR Administrative Support (Approx. 25%)
Greet and assist visitors, vendors, and staff at the front deskSupport onboarding logistics and document coordination for new hiresAssist with HR-related communications and schedulingMaintain office supplies, equipment logs, and facility coordinationSupport inventory tracking, vendor coordination, and compliance documentationContribute to internal audits and process improvement initiativesOther Duties as assigned.Knowledge, Experience and Skill Requirements :
To perform this role successfully, an individual must be able to meet the following requirements. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions :
Education :
Bachelor’s degree in Business, Finance, Information Systems, or a related field (preferred)Experience and Skills :
2–5 years of experience in executive support, HR administration, financial operations, or operations coordinationStrong understanding of budgeting, forecasting, cost analysis, and expense reporting (required)Proficiency in Microsoft Office Suite, especially Excel and financial modelingExperience with ERP systems such as Workday, SAP, or Oracle (preferred)Excellent organizational, communication, and multitasking skillsAbility to handle multiple projects and work-streams simultaneouslyExcellent verbal, written and interpersonal skills, ability to communicate information in a clear and concise mannerExcellent organizational and analytical skillsAbility to plan, organize, and prioritize multiple projects independently to meet deadlines and complete tasks in an accurate mannerPhysical Requirements :
Multi-limb and eye-hand coordination
Able to stand, bend, reach, stoop and lift boxes up to 25 lbs.Able to sit at desk, working on computer and phones for a full work dayAble to work in a fast-paced environment with strong multitasking and organizational skillsAble to work overtime as needed