Job Description
The Executive Business Administrator will serve as a strategic partner to an executive leader, ensuring efficient operations and effective communication across the organization. This role aims to enhance the productivity the executive and the wider leadership team by managing key projects, facilitating decision-making processes etc. The role requires a wide variety of highly responsible, strictly confidential and complex administrative and organizational tasks. This position supports the administration and supervision of services and processes supporting the Porsche Consulting office.
Primary Responsibilities:
Executive Support
- Act as a trusted advisor, right hand, and provide support to the west coast Executive (e.g. Partner, Associate Partner)
- Demonstrate a high degree of professionalism, initiative and independence in supporting the west coast team on a wide variety of issues.
- Provide comprehensive support to the executive, including calendar management, meeting coordination, and travel arrangements.
- Email management: Screening, prioritizing, and responding to emails on behalf of the Executive.
- Preparation for annual and mid-year strategy meetings, reviews, talent conferences etc.
- Manage sensitive documents/contracts and setting up NDAs.
- Relationship management regarding key personal (e.g. executive assistants) at defined strategic industry accounts. Strategic Initiatives and Project Management
- Oversee and manage special projects and initiatives, ensuring timely completion and alignment with organizational goals.
- Monitor tasks delegated by the Executive (e.g. Partner) and ensure that completed work is achieved within agreed deadlines and quality.
- Facilitate effective on-going group communication and coordination via managing MS Teams channels, and other communication tools.
- Maintaining contacts via CRM tool. Communication
- Act as the primary point of contact for internal and external communications, drafting correspondence, and managing information flow.
- Prepare presentations for internal, leadership, and strategy meetings.
- Manage client meetings such as room set-up, workshop preparation, catering orders, etc..
- Prepare the Executive for all internal and external meetings, including agenda preparation, minute-keeping, research follow-up on action items, and maintaining confidential and sensitive information.
- Plan and execute executive-level meetings, events, and conferences. Strategic planning
- Assist in the development and implementation of strategic plans, including tracking progress and reporting on key metrics.
- Support the west coast team in event management, including conferences, business meetings, team-building events, annual celebrations, and media launches. Liaison Role
- Serve as a bridge between the executive, the leadership team and other departments, facilitating collaboration and ensuring alignment with organizational priorities. Administrative Duties
- Handle administrative tasks such as preparing reports, managing budgets, and maintaining records.
- Manage the west coast leadership team’s Outlook calendar.
- Manage travel arrangements for Executives. Arrange flights, hotels, transportation bookings.
- Manage and process the leadership team’s expenses reports i.e. claims for cash and credit card reimbursement.
Co-manage Pool Car and visitor badge requests.
Education: Bachelor’s degree in business administration, Management, or a related field.
A master’s degree is preferred.
Experience (Job and Industry): A minimum of 5 years working experience in an office management capacity, ideally within a multinational organization. Experience in interacting with people from diverse cultural backgrounds is ideal. German experience is strongly preferred.
Skills:
- Exceptional organizational and multitasking abilities.
- Strong written and verbal communication skills.
- Proficiency in office software (e.g., Microsoft Office Suite).
- Excellent problem-solving and decision-making skills.
- Ability to maintain confidentiality and handle sensitive information.
- High proficiency in written and spoken English; German is a plus.
- Strong project and team management skills.
- Creative, dynamic, and strong personality.
- Ability to work independently without frequent direction.
Attributes:
- High level of professionalism and discretion.
- Strong interpersonal skills and the ability to build relationships.
- Proactive and self-motivated with a strong sense of initiative.
- Flexibility and adaptability in a fast-paced environment.
- Extremely well-organized with excellent attention to detail.
- Ability to handle multiple tasks efficiently.
- Strong analytical and conceptual skills.
Job Tags
Work experience placement,