Executive Administrator

The Executive Administrator will serve a dual role as our receptionist while also providing high-level administrative support to 2-3 of our Executive Leadership Team members. This role will be the first point of contact for visitors and callers, ensuring a welcoming and efficient front office environment. Additionally, this role will manage schedules, coordinate meetings, manage expenses, and handle a high volume of confidential information with discretion while supporting busy executives. This position requires a highly organized candidate who can juggle many tasks at once and is comfortable interacting with all levels of the company as well as outside clients, vendors, visitors, and candidates.

 PRIMARY RESPONSIBILITIES

Perform core receptionist duties including:

• Greet and assist visitors, answer and direct phone calls, and manage the welcome area including reception desk and seating areas
• Monitor the visitor check-in system and communicate visitors’ arrivals to appropriate employees
• Point of contact for all general questions from employees and guests, including phone and email inquiries
• Oversee and maintain office supply inventory and the supply closet, ensuring a well-organized and functional workspace
• Order business cards and new hire desk name plates
• Manage the process for all deliveries ensuring packages, mail, and food deliveries are distributed to the appropriate people
• Manage catering including ordering, maintaining documentation, and approving invoices
• Establish and maintain Standard Operating Procedures for tasks associated with the Executive Administrator role

Perform core executive administrative support duties including:

• Schedule and coordinate meetings, appointments, travel arrangements, and expense reports for a select group of executives
• Assist with other requests from executives, as needed

Coordination and collaboration with other departments and team members:

• In partnership with the Legal Team, assist with management of Trintech’s Document Management System (Ironclad) including but not limited to partnering with other departments to ensure database information is current and correct
• In partnership with the Human Resources Team, manage employee recognition platform (WorkTango), select and order employee swag, and maintain swag order history and vendor contact documentation
• In partnership with Accounts Payable, manage invoice approval and payments related to the Executive Administrator role duties or assigned groups

• In partnership with the Human Resources team, employee committees, and other administrative team members, assist with arranging special events, functions, meetings, and lunches including the coordination of all logistics
• Coordinate with building security for visitors, events, and other needs

• Assist with special projects and other tasks as needed

 REQUIRED KNOWLEDGE/SKILLS/ABILITIES

• Minimum 3 – 5 years’ work experience in a receptionist, executive administration, or similar role required with heavy emphasis on executive support requiring handling sensitive information, good judgement, personal tact, and discretion preferred
• Proficiency in Microsoft Suite required
• Adaptability, flexibility, attention to detail, strong organizational skills, and proven experience managing multiple competing priorities required
• Excellent reading comprehension, writing, and verbal communication skills with proven ability to communicate effectively with all internal and external constituents required
• Must be self-motivated, take initiative, and quickly provide solutions to problems as they arise
• Proficiency in Concur, Salesforce, WorkTango, and a Document Management System (such as Ironclad) highly preferred
• Thorough knowledge of facilities and safety practices and procedures highly preferred

• Event coordinating experience highly preferred

ADA Requirements:

• Must be able to remain in a stationary position at least 50% of the time
• Must be able to set up and break down team meetings and events
• Occasionally moves about inside the office
• Constantly operates a computer
• Occasionally ascends/descends a ladder to access office stock and supplies
• On-site and in-office schedule Monday-Friday 8:30-5:00 CT, with times where occasional after-hours work may be necessary

At our core, Trintechers stand committed to fostering a culture rooted in our core values – Humble, Empowered, Reliable, and Open. Together, these values guide our actions, define our identity, and inspire us to continuously strive for excellence in everything we