Job Description

Overview

The Executive Administrative Specialist supports executive leadership while managing corporate compliance, procurement activities, contracts, records, and administrative systems. This role requires a highly organized, detail-oriented professional who can manage multiple priorities, coordinate RFPs and proposals, and use technology and AI tools to improve efficiency.

Responsibilities

1. Coordinate meetings, project timelines, and follow-up items for executive leadership.
2. Maintain company documentation.
3. Monitor renewal dates, submission deadlines, and compliance requirements.
4. Monitor procurement portals, proposals, applications, and RFP submissions.
5. Gather supporting documentation.
6. Prepare reports, presentations, correspondence, meeting materials, and board documents.
7. Serve as a liaison between executive leadership, internal departments, vendors, and government agencies.
8. Maintain information across databases, CRM platforms, and procurement portals.
9. Assist with basic system troubleshooting and vendor coordination.

Qualifications

1. Three to five years of experience in executive support, administration, procurement, contract management, or project coordination.
2. Experience with government contracts, procurement platforms, bids, or RFPs strongly preferred.
3. Advanced proficiency with Microsoft Office 365, Google Workspace, Adobe Acrobat, CRM systems, document management platforms, and AI tools.
4. Strong organizational, communication, analytical, and time-management skills.
5. Ability to manage multiple deadlines with accuracy, discretion, and professionalism.
6. Bachelor’s degree preferred.

Experience Required

3-4 years