WHAT DOES AN EXECUTIVE ADMINISTRATOR DO?
Updated: Jun 12, 2025 - The Executive Administrator provides executive-level administrative support by managing calendars, travel plans, expense reports, and purchase requisitions while ensuring efficient team operations. This position coordinates meetings, events, and onboarding processes, along with maintaining office resources and collaboration tools. The administrator also supports special projects, prepares reports and presentations, and fosters professional relationships across all levels of the organization.
A Review of Professional Skills and Functions for Executive Administrator
1. Executive Administrator Responsibilities
- Calendar Management: Maintains the calendars and schedules appointments, meetings, and events
- Communication Screening: Screens incoming calls and mail
- Visitor Management: Greets visitors and ensures appropriate follow-up to requests
- Event Coordination: Responsible for coordinating team events
- Logistics Coordination: Reserves conference rooms, coordinates audio/visual equipment and catering
- Time Management: Proactively manages and prioritizes calendar and itinerary to ensure the most effective use of the Leaders time
- Correspondence Creation: Creates letters and correspondence upon request, including e-mails
- Administrative Support: Makes photocopies, faxes, and distributes literature and material as directed
- Confidentiality Management: Handles and maintains departmental confidential materials/files
- Presentation Support: Assists in the creation of PowerPoint presentations for executive meetings
2. Executive Administrator Accountabilities
- Data Management: Updates and may set up various spreadsheets and input information into databases
- Proofreading: Proofs written correspondence
- Leadership Support: Anticipates the needs of their Leader
- Conflict Resolution: Proactively resolves scheduling conflicts
- Travel Management: Manages travel arrangements
- Meeting Management: Practices effective meeting management
- Information Organization: Organizes appropriate and relevant information for meetings
- Data Analysis: Works closely with the operations manager to analyze customer data and create reports
- Administrative Support: Provides ad-hoc administrative support, including assistance in new employee badges and technology setup
- Project Participation: Participates in special projects and performs other duties
3. Executive Administrator Job Description
- Relationship Building: Building relationships and trust with key external and internal stakeholders, especially with the COO
- Calendar Management: Unblocking the COO’s calendar, handling internal and external requests, and organizing internal and external meetings to stay several steps ahead and maintain efficiency
- Organizational Skills: Demonstrating a highly organized approach to managing multiple stakeholders and correspondents
- Meeting Facilitation: Hosting meetings in the absence of the COO
- Stakeholder Engagement: Identifying prospects (investors and clients) and interacting with key stakeholders
- Market Analysis: Running and compiling market analyses and participating in business development activities
- Strategic Planning: Building and driving effective solutions well ahead to keep focusing on mid-term business objectives
- Advisory Role: Being a trusted advisor to the COO and participating in his travels
- Expansion Support: Being part of an international expansion and becoming a strategic advisor to the COO with all the insights gathered
- Leadership Development: Taking over more responsibilities and leveraging the company’s rapid growth, e.g. managing others
4. Executive Administrator Overview
- Administrative Support: Provide high-level administrative support to the CEO including managing calendars, answering the phone, maintaining phone logs, and responding to internal and external inquiries
- Report Development: Assist CEO and team with developing reports, compiling data, and preparing decks for special projects across publishing and entertainment
- Financial Coordination: Collaborate with the finance team to coordinate day-to-day financial operations including invoice processing, Cast and Crew payroll coordination, accounts payable, and accounts receivable
- Office Management: Manage select office functions including lease/building management, office maintenance, office supplies, and coordination of team events and conventions
- Cross-Department Coordination: Coordinate and interface with other departments including creative affairs, marketing, editorial, sales, legal, PR, design, production, and post-production teams
- Travel and Event Coordination: Organize travel, events, logistics, and expense reports
- Executive Support: Provide cross-support and backup for other Executive Assistants/Coordinators
- Travel Management: Book travel itineraries and manage travel details such as visas, welcome letters, etc.
- Meeting Logistics: Manage logistics of EMP staff meetings, including FTF planning (catering, room bookings, travel, etc.)
- Financial Transactions Management: Manage EMP financial transactions (purchase orders, VP expense reports, recognitions, managing team events schedule (All Hands, FtF, recognitions, etc.))
5. Executive Administrator Role Purpose
- Executive Support: Provide executive-level administrative support, including managing multiple executive calendars in parallel, booking and managing executive travel plans, managing expense reports, and creating purchase requisitions using Visa tools
- Team Support: Perform team support duties including ordering office supplies, booking meeting rooms, processing training registrations, updating distribution lists, managing online collaboration tools like Microsoft Teams and SharePoint, and updating organizational charts
- Event Planning: Plan and provide support for onsite, offsite, and virtual team meetings and events, including coordinating conference room set-up, catering, A/V, and other logistical arrangements
- Onboarding Coordination: Coordinate onboarding of new employees and contractors and associated tracking
- Workspace Management: Assist with workspace management, move requests, and facilities work orders
- Document Development: Assist with developing and updating PowerPoint presentations, Excel spreadsheets, and other charts and documents in support of team activities
- Project Management: Provide support and management for special projects and initiatives, including coordination of key projects
- Relationship Building: Establish and maintain effective and cooperative professional business relationships with all levels of management, employees, and outside contacts as a highly visible representative of the team
- Team Collaboration: Partner and coordinate workload with other administrative team members and provide backup support when needed