Senior Executive Administrative Coordinator

About the Role

Key duties include managing complex calendars, arranging domestic and international travel, coordinating meetings and events, preparing documents and presentations, and overseeing the executive’s budget and expenses. The assistant also ensures confidentiality, collaborates with other administrative teams, resolves issues proactively, and handles payroll and expense compliance. • Manage executive’s complex calendar, appointments, and meeting logistics. • Arrange domestic and international travel, including flights, hotels, and transportation. • Coordinate meetings, prepare agendas, take minutes, and distribute materials. • Draft, edit, and proofread reports, presentations, and correspondence. • Oversee executive budget, track expenses, process invoices, and ensure expense compliance. • Organize staff events, retreats, and workshops. • Provide administrative support to the executive team and cross‑functional departments. • Maintain confidentiality of sensitive information and uphold professional discretion. • Collaborate with other administrative assistants and department heads for seamless operations. • Review timesheets, enter payroll data, and act as delegate for expense approvals. • Build and maintain external contacts on behalf of the executive.

Key Responsibilities

• ▸calendar management
• ▸travel coordination
• ▸meeting coordination
• ▸document preparation
• ▸budget oversight
• ▸payroll processing

What You Bring

The Executive Administrative Assistant provides highly responsible administrative services to support senior executives and the business unit. The role requires excellent organization, discretion, attention to detail, and the ability to anticipate executive needs while potentially leading other support staff. Candidates must have a high school diploma or equivalent and at least seven years of administrative experience, including five years supporting an executive. Required skills include proficiency with Microsoft Office, strong written and verbal communication, meticulous attention to detail, and the ability to work independently and adapt to changing priorities. Preferred qualifications include experience with Concur, travel/expense software, project management, and familiarity with Oracle or similar systems. • Minimum qualifications: high school diploma, 7+ years administrative experience (5+ years supporting executives), Microsoft Office proficiency, strong communication and detail orientation. • Preferred qualifications: experience with Concur or other travel/expense software, eTime/timekeeping, Oracle or similar systems, and proven project management skills.

Requirements

• ▸high school
• ▸7+ years
• ▸microsoft office
• ▸concur
• ▸oracle
• ▸project management

Benefits

Constellation offers a comprehensive total rewards package that includes competitive salaries, a bonus program, 401(k) with company match, and an employee stock purchase plan. Employees receive extensive medical, dental, and vision coverage, a robust wellness program, and generous paid time off for vacation, holidays, and sick days. The expected salary range for this role is $87,300‑$97,000, plus the full benefits suite.

Work Environment

Office Full-Time