Executive Business Administrator

Executive Business Administrator

Company: geoConvergence
Location: Remote with Travel (1-2 times per month)

(Hubzone residents please indicate in your communication or resume HUBZone Map (sba.gov))
Hours: Full-Time

Compensation: DOE

Company Overview

geoConvergence is an award-winning, SBA 8(a) and HUBZone-certified GIS consulting firm specializing in implementing, integrating, and extending core Esri technology. We provide best-in-class geospatial and information technology solutions to commercial and government customers. As we transition into a phase of rapid scaling, we are looking for a strategic partner to support our leadership in driving growth and operational excellence.

Job Summary

The Executive Business Administrator (EBA) provides high-level administrative management and business infrastructure support. This role is uniquely balanced between direct executive optimization (70%) and operational coordination (30%), ensuring the Executive remains focused on high-impact revenue generation and strategic growth, while focusing on the rest of the organization when he is not available.

The ideal candidate is a proactive, systems-driven professional who thrives in a fast-growing environment where structure is actively being built. As an EBA, you will not only manage a complex executive and organization but also act as an accountability lead, ensuring that strategic goals are translated into actionable results. This is a "virtual" position requiring a high-level "integrator" who can scale alongside the organization while maintaining rigorous operational standards.

Executive Support (Approximately 70%)

• Manage complex calendar scheduling, priorities, and time optimization to ensure the Executive remains focused on high-impact, revenue-generating efforts.
• Act as a strategic thought partner and accountability lead, tracking action items, delegations, and follow-ups to ensure completion.
• Organize communications and ensure timely responses across various platforms with a focus on Email responses and to-do items.
• Create and maintain simple, effective organizational systems to reduce operational bottlenecks.
• Support the Executive’s transition from technical subject matter expert to the primary face of the company and growth leader.
• Coordinate all domestic travel arrangements, including flight, hotel, and ground transportation.
• Provide on-site support and representation by traveling 1–2 times per month to attend key meetings, industry conferences, and trade shows alongside the Executive to manage logistics, capture action items, and facilitate networking.
• Provide administrative support for business development efforts, including updating CRM/ClickUp opportunity trackers, preparing slide decks for pitches, and ensuring follow-up with potential leads after conferences.
• Prepare briefing materials, research bios for key meetings, and ensure the Executive has all necessary documentation and context prior to calls or events.
• Serve as the primary point of contact and 'gatekeeper' for the Executive, managing a high-volume inbox, drafting correspondence, and filtering requests to protect the Executive’s time for deep work.
• The Executive is highly action-oriented and focused on execution. The EBA must be comfortable:

· Reinforcing systemized tracking and consistent follow-up.

· Creating lightweight, sustainable systems (e.g., Google Tasks/Keep, ClickUp) that enhance productivity without overcomplicating workflows.

· Navigating Microsoft tools for opportunity tracking and proactive organization.

Operational & Infrastructure Support (Approximately 30%)

• Coordinate critical documentation, including NDAs, MOUs, contracts, and related legal/business filings.
• Support hiring processes by scheduling interviews, coordinating candidates, and managing onboarding logistics.
• Facilitate cross-team coordination and provide administrative support to other senior staff as needed.
• Assist in implementing streamlined operational processes and building a structure around company goals and metrics.
• Maintain organized records and project documentation within Microsoft tools and ClickUp.
• Coordinate all domestic travel arrangements, including flight, hotel, and ground transportation, while managing complex itineraries and expense reporting for all other team members of the organization.

Qualifications

Required:

• 5+ years of experience supporting senior executives or founders, preferably in a growth-stage environment.
• Exceptional organizational and project coordination skills with a high level of attention to detail.
• Proven ability to create systems that drive accountability and streamline workflows.
• Advanced proficiency in Microsoft Office Suite and project management tools (ClickUp experience highly preferred).
• Strong written and verbal communication skills.
• Ability to travel 1–2 times per month for conferences, events, and key meetings

Preferred:

• Experience working within a GIS, IT, or government contracting environment.
• A solutions-oriented mindset with the ability to remain calm under pressure.
• Experience supporting a founder through a significant company scaling phase.

Application Requirements: To apply for the Executive Business Administrator position, please submit your resume and a cover letter detailing your relevant experience, compensation expectations, and your availability to start.

Job Types: Full-time, Contract

Pay: From $75,000.00 per year

Application Question(s):

• Due to the nature of our work, we are looking for permanent US Citizens only. Are you a permanent US Citizen?

Work Location: On the road