Executive Contracts Admin

Job Summary

The Executive Administrator (Contracts Administration) provides high-level administrative, financial, and operational support to senior leadership in a fast-paced, deadline-driven environment. This role is responsible for coordinating contract-related activities, supporting budget and financial processes, and ensuring efficient day-to-day operations. The position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities while supporting executive-level initiatives.

Job Responsibilities

• Provide executive-level administrative support to leadership, including calendar coordination, meeting preparation, and follow-ups
• Coordinate contract administration activities, including tracking, documentation, and status reporting
• Support budget planning, tracking, and modifications in coordination with leadership
• Prepare reports, presentations, and summaries for executive review
• Process payments, invoices, and assist with securing project funding
• Maintain organized records of contracts, financial documents, and project files
• Coordinate and attend meetings, document key takeaways, and track action items
• Serve as a liaison between departments, consultants, and stakeholders
• Assist with data analysis and reporting to support decision-making (secondary focus)
• Manage multiple priorities and deadlines in a high-volume environment

Job Requirements

• Strong proficiency in Microsoft Excel, including formulas and pivot tables
• Advanced organizational and time management skills
• Excellent written and verbal communication skills
• Ability to handle sensitive and confidential information with discretion
• Strong attention to detail and accuracy
• Ability to multitask and prioritize in a fast-paced environment
• Willingness to work overtime as needed

Education

• Master's degree with at least 1 year of relevant administrative, financial, or operational support experience
  
  OR
• Bachelor's degree with at least 3 years of relevant experience in administrative support, contracts administration, finance, or related fields

Work Experience

• Experience supporting senior leadership or executive-level staff preferred
• Experience with contracts coordination, budgeting support, or financial administration strongly preferred