Executive Administrator to CEO and Board
Executive Administrator to CEO and Board
Posted on :
08-05-2025
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1 Vacancy
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Job Description
Description
Job Title: Executive Administrator to CEO and Board
Location: Corporate Facility
Reports to: Chief Executive Officer (CEO)
Position Overview:
The Executive Administrator to the CEO and Board is responsible for providing highlevel administrative operational and governance support to the CEO and Board of Directors. This role ensures seamless coordination of executive and board activities facilitates effective communication and upholds governance best practices. The ideal candidate is highly organized proactive and professional capable of handling sensitive information with the utmost discretion and diplomacy.
Key Responsibilities:
Executive Support to CEO
- Manage the CEOs calendar coordinate meetings and handle travel arrangements.
- Prepare and edit correspondence reports presentations and other business documents.
- Serve as the primary point of contact for the CEO managing internal and external communications.
- Ensure the CEO is wellprepared for meetings by compiling agendas briefing materials and key documents.
- Handle confidential information and prioritize tasks to optimize the CEOs time.
Board Administration & Governance Support
- Coordinate board and committee meetings ensuring efficient scheduling and logistics.
- Prepare and distribute board meeting agendas minutes and supporting documents.
- Maintain board records resolutions and compliance documentation in accordance with corporate governance policies.
- Act as a liaison between the board executive leadership and key stakeholders.
- Assist in organizing annual general meetings and governancerelated events.
- Oversee coordination of board meetings and board dinners ensuring seamless execution from venue selection to attendee coordination as necessary.
Administrative & Operational Support
- Oversee office operations related to executive and board functions.
- Manage document filing systems database updates and information security protocols.
- Assist in budget tracking expense reporting and vendor management related to board and executive functions.
- Support special projects and strategic initiatives as directed by the CEO or board.
- Manages complex and evolving calendars and travel itineraries across time zones and virtual platforms seamlessly anticipating potential disruptions and planning contingencies.
Key Competencies:
Professionalism and Discretion
- Absolute Discretion: Maintains confidentiality of sensitive information with owners board members and executive leadership.
- Professional Demeanor: Projects a polished credible and professional image at all times.
- Judgment and Maturity: Exercises impeccable judgment when making decisions knowing what to escalate how to prioritize and how to represent the CEO.
Interpersonal and Communication Skills
- RelationshipBuilding: Establishes trust and rapport quickly fostering relationships with stakeholders at all levels from frontline staff to the ELT board members and owners.
- Adaptability in Communication: Communicates seamlessly with a wide range of individualsfrom owners and senior board members to global executives and frontline staff.
- Diplomacy: Handles complex situations gracefully and navigates delicate interpersonal interactions with tact ensuring all parties feel respected and valued.
Emotional Intelligence and Composure
- Calm Under Pressure: Maintains a collected demeanor during highstakes or highpressure situations even when faced with unexpected challenges or lastminute changes.
- QuickThinking Problem Solver: Thrives in dynamic environments responding to obstacles and lastminute shifts with agility and resourcefulness.
- Influence and Collaboration: Achieves results by fostering cooperation and partnership even without direct authority over other
- Empathy and Approachability: Understands and responds effectively to the needs and emotions of others creating a welcoming and supportive environment for all.
Flexibility and Adaptability
- Flexible and Agile: Adjusts effortlessly to evolving priorities and shifting plans ensuring continuity and success even in fluid situations.
- Anticipatory Thinking: Proactively identifies needs and potential obstacles developing solutions before they become problems.
- Global Awareness: Operates effectively across cultures and geographies tailoring interactions to different stakeholders preferences.
Attention to Detail
- Meticulous Planning: Ensures no detail is overlooked from meeting logistics to event execution.
- FollowThrough: Takes ownership of tasks from inception to completion ensuring nothing falls through the cracks.
Qualifications & Skills:
- Bachelors degree in business administration Communications or a related field preferred.
- 5 years of experience supporting senior executives or boards with strong understanding of corporate governance practices.
- Excellent written and verbal communication skills with a strong attention to detail.
- Proficiency in Microsoft Office Suite virtual meeting platforms and board management tools (e.g. Microsoft Office Suite Boardvantage Concur SharePoint ShareFile).
- Experience working in a corporate nonprofit or legal environment is desirable.
- Professional certification in executive administration or governance is a plus.
About Victaulic:
Since our first patent in 1919 Victaulic has been the originator and worlds leading producer of mechanical pipe joining solutions. Used in the most demanding markets Victaulics innovative piping technologies and services put people to work faster while increasing safety ensuring reliability and maximizing efficiency. With 13 manufacturing facilities and 28 branches worldwide our 4500 employees speak 43 languages and hold over 1800 active global patents. Victaulic solutions are at work in more than 120 countries across diverse industries including oil and gas chemical mining power generation water and wastewater treatment military and marine and commercial building and fire protection.
Victaulic offers a wide variety of benefits to full time employees which includes: medical/Rx/dental/vision insurance PTO company paid holidays company paid shortterm disability company paid longterm disability educational reimbursement adoption assistance company paid EAP 401k with company match and company paid life insurance.
When you join Victaulic you do not simply advance your career. You become part of a family of talented individuals who are dedicated to innovation and progress. Lets build a better world together!
EEO Statement: Victaulic is an Equal Employment Opportunity (EOE/M/F/Vets/Disabled) employer andwelcomes all qualified applicants. Applicants will receive fair and impartial consideration without regard to race gender color religion national origin age disability veteran status sexual orientation genetic data or other legally protected status.
Required Experience:
Chief
Employment Type
Full-Time
Key Skills
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