What are the responsibilities and job description for the Manager, Executive Administration position at Indelible?
Company background:
Indelible Solutions (Indelible) is a national management consulting firm that operates through client-site, in-office, and at times, remote operations, employing a diverse workforce that includes a combination of full-time employees and short-term contracted staff. We continuously foster a culture of success that creates sustainable growth opportunities for our clients and their communities while promoting an inclusive culture within our organization. Indelible seeks to strengthen its talent profile and firm value through the acquisition of a Manager, Executive Administration.
Role overview:
Indelible is seeking an experienced and detail-oriented Manager, Executive Administration to support our three Partners (CEO, CSO, and CBDO). This high-visibility role requires a proactive, highly organized professional with a strong understanding of the public sector and the ability to anticipate needs, streamline operations, and manage complex schedules.
Responsibilities include, but are not limited to:
- Managing meeting preparation, agendas, and partner scheduling, including coordinating internal and external conference calls and debriefs
- Creating PowerPoint presentations and preparing pre-read materials for key meetings
- Managing travel arrangements, including booking flights, hotels, and transportation, while creating structured travel schedules (e.g., monthly trips to Tallahassee)
- Ensuring timely follow-ups and managing internal meeting requests
- Anticipating partner needs by gaining a deep understanding of travel routines and business priorities
- Handling sensitive personal data and business information with discretion
- Coordinating event planning and supporting ad hoc projects
- Monitoring and managing email communications, flagging urgent matters, and drafting responses as needed
- Maintaining and organizing files, documents, and records for easy access
- Preparing expense reports and tracking budget-related activities
- Liaising with clients, vendors, and internal stakeholders on behalf of the Partners
- Conducting research and compiling data for reports and presentations
- Managing special projects and initiatives as assigned
- Developing and optimizing administrative processes to improve efficiency and alignment with business objectives
- Providing strategic recommendations to the Partners based on analysis of operational data, industry trends, and internal priorities
What Our Ideal Candidate Looks Like:
- Proficiency in Microsoft Office Suite
- Excellent communication and interpersonal skills
- Strong organizational and time management abilities
- Intuitive problem solver with the ability to "read between the lines" and anticipate needs
- Familiarity with public sector operations and environments
- Trustworthy, professional, and discreet when handling confidential information
- Analytical thinker capable of supporting decision-making processes and business strategies
- Ability to travel as needed
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