Executive Admin

K

Kelaca

Executive Admin

Morrisville, NC
Full Time
Paid
  • Responsibilities

    Executive Admin

    Role overview & purpose

    Kelaca is looking for an Executive Admin for a client partner located in Morrisville, NC. This role is primarily onsite and will provide high-trust support to three C-suite leaders. You will make it easier for executives to focus on the most important work by coordinating their time, information, travel, and key administrative processes.

    You will manage complex calendars across multiple time zones, organize high-stakes meetings, and keep logistics running smoothly from preparation through follow-up. You willalso coordinate domestic and international travel, support expense reporting, and help maintain accurate documentation, including organizational information and contracts. The role suits someone who enjoys problem-solving, stays calm under pressure, and brings structure and clarity to a fast-moving environment.

    Key responsibilities

    • Own and manage complex executive calendars across multiple time zones, anticipating needs and resolving scheduling conflicts.
    • Coordinate internal and external meetings for executive leadership, including preparing agendas, materials, andfollow-up actions.
    • Arrange domestic and international travel for executives, including itineraries, changes, and related logistics.
    • Support accurate, timely expense submissions and reconciliation for executive leadership and relevant team members.
    • Maintain up-to-date organizational information such as leadership biographies and reporting structures.
    • Help manage contracts and related documentation, ensuring records are organized and easy to access.
    • Draft, format, and proofread business documents (for example, memos, presentations, and reports) to a high standard.
    • Handle confi dential and non-routine information with discretion, sound judgement, and appropriate controls.

    What success looks like

    • Executive calendars are accurate, well-prioritized, and resilient to last-minute changes.
    • Key meetings are well prepared, start on time, and conclude with clear outcomes and agreed next steps.
    • Travel and related logistics run smoothly, with issues resolved quickly and minimal disruption to executive schedules.
    • Expenses and supporting documentation are submitted and reconciled on time, with strong attention to detail.
    • Contracts and administrative records are easy to locate, current, and maintained in line with agreed processes.
    • Communication with executives, colleagues, and external partners is clear, timely, and appropriately tailored to the audience.
    • Executives and colleagues experience a reliable, calm, and solutions-focused partner in a high-paced setting.

    Knowledge & tools

    To be successful in this role, you will draw on:

    • Strong proficiency with Microsoft Outlook for complex calendar and inbox management.
    • Confident use of Microsoft Office (including Word, PowerPoint, and Excel) to create and edit business documents and reports.
    • Experience coordinating meetings and logistics for senior stakeholders.
    • Familiarity with booking domestic and international travel and handling associated changes.
    • Experience with expense reporting and reconciliation tools or processes.
    • Exposure to contract management or document management systems (training can be provided).
    • Willingness and ability to learn new tools and systems as needed.

    Capabilities

    This role requires a blend of practical execution skills and strong people skills, including:

    • Executive communication: able to communicate clearly, concisely, and respectfully with senior leaders and stakeholders.
    • Organization and prioritization: comfortable managing multiple requests, competing deadlines, and frequent interruptions.
    • Collaboration and conflict navigation: able to work across teams, resolve scheduling clashes, and balance competing priorities.
    • Resilience and adaptability: stays composed under pressure, adjusts quickly to change, and maintains highstandards of accuracy.
    • Ownership mindset: takes responsibility for tasks end-to-end, following through without needing close supervision.
    • Discretion and judgement: handles confi dential information appropriately and knows when to escalate or seek guidance.

    Operating environment

    You will work closely with three C-suite leaders in a fast-moving, high-growth environment. Priorities can shift quickly,and you will often re-plan calendars, meetings, and travel at short notice. The role is primarily onsite in Morrisville, NC,with standard business hours and some occasional after-hours or weekend support when business needs require.

    You will partner with other administrative and operations team members, sharing information and supporting oneanother during busy periods. The environment is collaborative and service-oriented, with a strong focus on reliability, professionalism, and clear communication.

    Behavioral signals

    • Service: brings a helpful, solutions-focused mindset and takes pride in reducing friction for others.
    • Communication: provides clear, structured updates, especially when plans change, and tailors style to different audiences.
    • Behaviour: demonstrates professionalism, integrity, and discretion in all interactions.
    • Influence: uses strong relationships, diplomacy, and sound judgement to align stakeholders and resolve confl icts.
    • Performance: delivers high-quality work consistently, even under time pressure and changing priorities.
    • Resilience: remains calm, resourceful, and focused when handling urgent or complex situations.

    Interfaces

    In this role you will regularly interact with:

    • C-suite leaders and their immediate teams.
    • Other executive assistants and administrative professionals.
    • Cross-functional teams such as Finance, HR, Legal, and Operations.
    • External stakeholders including partners, vendors, and meeting participants.

    You will act as a key coordination point between these groups, ensuring information flows smoothly and commitments are met.

    Governance

    • Work in line with company policies and procedures, including confidentiality, data protection, and information security.
    • Follow agreed processes for travel, expenses, meetings, and contract-related activities.
    • Support accurate record-keeping and documentation to meet internal standards and any relevant regulatory expectations.
    • Complete any required training related to systems, processes, or compliance.

    Employee value proposition

    This role offers the opportunity to build deep, practical experience in executive operations while working closely withsenior leadership. You will gain insight into how strategic decisions are made, develop strong stakeholder-management skills, and play a visible part in enabling the organization’s key priorities.

    You will be supported by a collaborative administrative and operations community and will have opportunities torefi ne your systems knowledge, communication skills, and problem-solving approach over time.

    Location & working pattern

    • Location: Morrisville, NC (primarily onsite).
    • Working pattern: Standard business hours with flexibility to provide occasional support outside core hours when needed.
    • Travel: Limited travel may be required for specific meetings or events.

    If you are a highly organized executive support professional who thrives in a fast-paced environment and enjoys helping senior leaders stay focused on what matters most, Kelaca would like to hear from you.

    Please express your interest through your usual Kelaca contact or application channel, highlighting your experiencesupporting senior executives, managing complex calendars, and coordinating travel and expenses.

  • Industry
    Graphic Design