Executive Admin

Join to apply for the Executive Admin role at Apex Systems
.

Get AI-powered advice on this job and more exclusive features.

This range is provided by Apex Systems. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

$20.00/hr - $35.00/hr

Job#: 3013960

Here is a summary of the position and what we are looking for:

This role provides executive‑level administrative and project support to senior leadership, including the CFO, CIO, and VP/Director of Marketing & Business Intelligence. Responsibilities include managing priorities across Finance, Information Technology, and Marketing divisions, supporting strategic planning, preparing presentations, coordinating budgets, and ensuring smooth communication and workflow among departments.

The position requires exceptional attention to detail, strong communication skills, technical proficiency, and sound judgment in handling sensitive matters. The ideal candidate anticipates needs, manages complex schedules, and ensures executives are well‑prepared for meetings and strategic initiatives.

Please contact Ryan Morris - [email protected] to apply or for more information on the position.

• Provide proactive administrative support to senior executives.
• Manage complex calendars, schedule meetings, and prepare materials.
• Monitor divisional budgets, track expenses, and prepare variance reports.
• Prepare and edit executive‑level presentations and briefing materials.
• Screen calls, correspondence, and visitors; resolve issues when possible.
• Coordinate agendas, materials, and minutes for financial and budget meetings.
• Assist with budget monitoring, capital expenditure reports, and financial schedules.
• Maintain confidential financial reports and compliance documentation.
• Provide administrative and project support for IT initiatives.
• Coordinate governance meetings, vendor documentation, and contract files.
• Assist with internal communications and intranet updates.
• Compile presentation materials for leadership and Board updates.
• Coordinate sponsorship and donation requests.
• Prepare marketing summaries, reports, and event logistics.
• Support strategic planning sessions, including scheduling and documentation.
• Gather data, prepare reports, and assist with budget analyses.
• Coordinate annual and mid‑year planning cycles.
• Attend and document executive meetings; ensure follow‑up on action items.
• Maintain secure divisional files and official documentation.
• Coordinate travel, training, certifications, and expense reporting.
• Act as liaison between executives and departments; provide guidance to other administrative staff.

• Associate degree or equivalent experience.
• Minimum 5 years supporting senior‑level executives across multiple divisions.
• Experience managing complex schedules, preparing reports, and coordinating meetings.
• Budget management experience, including expense tracking and variance reporting.

• Proficiency in Microsoft Office Suite and Adobe Acrobat.
• Skilled in preparing executive‑level presentations and dashboards.
• Strong organizational, analytical, and problem‑solving skills.
• Ability to manage multiple priorities independently in a fast‑paced environment.
• Familiarity with project management tools or board portals (e.g., SharePoint, OnBoard).

Apex offers a range of supplemental benefits, including medical, dental, vision, life, disability, and other insurance plans that offer an optional layer of financial protection. They also provide an ESPP (employee stock purchase program) and a 401(k) program, HSA, Support Linc Employee Assistance Program with up to 8 free counseling sessions, corporate discount savings program, and other discounts. In terms of professional development, Apex hosts an on‑demand training program, provides access to certification prep and a library of technical and leadership courses once you have 6+ months of tenure, and offers certification discounts and perks to associations such as CompTIA and IIBA.

One can access a full list of benefits, programs, support teams and resources within the ‘Welcome Packet’ as provided by a team member.

Apex…