Executive Administrator

Executive Administrator Job Description

The Executive Administrator serves as a central organizational anchor across multiple entities and acts as a "Chief of Staff" for ownership personal endeavors. This role serves to optimize personal and professional executive functionality in business administration, bookkeeping, compliance, and intercompany logistics. The position requires discretion, initiative, financial literacy, business acumen, compliance wherewithal, legal literacy and the ability to balance complex priorities across multiple domains.

1. Office Administration & Operations

- Maintain daily office operations, supplies, and organization.

- Manage vendor relationships and service schedules.

- Oversee mail management, office equipment maintenance, and licenses.

- Maintain vehicle records, registrations, and renewals.

2. Accounting & Bookkeeping Support

- Manage multiple sets of financials.

- Manage deposits, wires, and reconciliations.

- Manage payroll, tax filings, and vendor accounts.

- Reconcile company and personal accounts.

3. Insurance & Risk Management

- Manage insurance coverage, renewals, and policy attributes across numerous entities.

- Manage personal health insurance matters and policy updates.

- Track insurance coverage for vehicles, property, and equipment.

4. Legal, Compliance & Corporate Filings

- Form LLCs, obtain EINs, and maintain organizational records.

- Manage trademark searches, filings, and renewals and some correspondence with IP counsel.

- Oversee annual license renewals and compliance documentation.

5. Executive & Personal Support

- Manage executive calendars, meetings, and travel.

- Handle property bills, maintenance, and personal tasks.

- Coordinate hospitality and charitable activities with third parties.

- Maintain confidentiality and prioritize executive time.

6. Records, Data & Systems Management

- Maintain filing systems and secure digital records.

- Track and update spreadsheets for insurance, property, and

vendors.

- Manage online account access and document archiving.

Performance Expectations

- Maintain confidentiality and professionalism.

- Anticipate needs and resolve issues proactively.

- Keep systems organized and processes efficient.

- Complete all recurring obligations accurately and on time.

Reporting Structure

Reports To: Business Owners and Executive Leadership.

Supports: All entities in the McInnis, Price, and Island Entertainment portfolios.

Supervises: Vendors, cleaning staff, and service providers.

Qualifications & Competencies

- 5+ years in administrative, bookkeeping, or management support.

- Proficient in Microsoft Office, QuickBooks, and Google Suite.

- Paralegal experience is preferred but not required.

- Organized, communicative, and detail-oriented.

- Familiar with payroll, insurance, and compliance processes.

Key Attributes

- Reliable, discreet, flexible, and self-directed.

- Calm under pressure and learns quickly.

- Trustworthy and aligned with company values.

Job Type: Full-time

Pay: From $80,000.00 per year

Work Location: In person