The Executive Administration Manager is a key leadership role responsible for ensuring the company’s administrative infrastructure, office operations, and executive support functions operate efficiently, professionally, and cost-effectively.
The primary responsibility of this position will be overseeing the full administration of our Headquarters in Tempe, AZ, ensuring the day-to-day operations run smoothly and employees are fully supported.
This role will also oversee office administration, procurement, vendor management, technology coordination, administrative systems, and operational expense management. The Executive Administration Manager will support the President and CFO by supporting executive meetings, optimizing internal workflows, implementing scalable systems, and helping position the business for continued growth.
The ideal candidate is highly organized, proactive, resourceful, and accountable, with strong attention to detail and the ability to manage multiple priorities while maintaining a high level of professionalism.
Key Responsibilities
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Oversee daytoday office administration and ensure the workplace operates efficiently and professionally.
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Work with contractors, vendors, and internal stakeholders to resolve issues and maintain project timelines.
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Ensure our Headquarters are always fully operational and ready for employees with minimal disruption to business operations.
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Establish and maintain efficient office procedures, standards, and workflows.
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Manage all officerelated purchasing and administrative procurement.
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Establish and maintain relationships with office, facility, technology, and service vendors.
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Obtain and evaluate quotes, negotiate pricing and contract terms, and ensure the company receives competitive value.
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Monitor vendor performance, service levels, renewals, and contractual obligations.
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Maintain appropriate purchasing controls and ensure expenditure is properly authorized and documented.
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Cost management will be a key priority of this position.
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Establish costeffective processes and purchasing practices across the organization.
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Support the HR department with onboarding and offboarding actions, general HR administration, and related coordination.
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Ensure the HR system accurately reflects employee attendance, working with managers and HR to resolve discrepancies.
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Assist employees with logging into the HR system and troubleshoot basic access issues, escalating to HR or IT as needed.
Administrative Systems & Process Improvement
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Implement, maintain, and continuously improve administrative systems and processes.
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Develop standardized procedures that improve efficiency, accountability, and consistency.
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Identify operational inefficiencies and recommend practical solutions.
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Establish systems for tracking administrative projects, purchases, contracts, expenses, and recurring obligations.
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Ensure important administrative information, documentation, and records are organized, accessible, and properly maintained.
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Provide administrative support for the company's CRM system and other software tools used across the company.
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Work closely with the President and CFO as a trusted administrative and operational partner.
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Coordinate executive meetings, appointments, travel logistics, and related administrative requirements.
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Prepare meeting materials, followups, and action items when appropriate.
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Help leadership execute business optimization initiatives and ensure key administrative projects move forward.
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Maintain a high level of discretion and professionalism when handling confidential company and executive information.
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Anticipate leadership needs and proactively address issues before they become operational challenges.
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Manage and coordinate daytoday administrative technology requirements.
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Ensure company devices, software, meetingroom technology, and virtual meeting tools are properly configured and operational.
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Coordinate technology vendors and internal or external IT resources to resolve issues.
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Manage technologyrelated purchasing, installations, replacements, and upgrades.
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Maintain appropriate records of company technology assets and administrative equipment.
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Help ensure employees have the tools and technology necessary to perform their roles effectively.
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This is an important leadership role with significant responsibility for the company's administrative infrastructure and operational efficiency.
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The Executive Administration Manager is expected to demonstrate: o Ownership: Take responsibility for projects and outcomes from beginning to completion.
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Accountability: Establish clear priorities, deadlines, and follow-through. oProactivity: Identify issues and opportunities before they require executive intervention.
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Cost consciousness: Treat company resources as if they were personal resources and consistently seek the best value. oOrganization: Maintain strong systems, documentation, timelines, and priorities.
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Professionalism: Represent the company with a high level of professionalism when working with employees, executives, vendors, and external partners. oProblem-solving: Approach challenges with practical, solution-oriented thinking.
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Confidentiality: Exercise sound judgment when handling sensitive business and executive information.
Success in this position will be measured by the ability to:
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Ensure the office, technology, and administrative infrastructure operate reliably.
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Provide responsive and proactive support to the President, CFO, and leadership team.
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Maintain accurate attendance records within the HR system and ensure employees can reliably access the platform.
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Continuously identify opportunities to improve operational efficiency and support the company's growth.
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Establish efficient and scalable administrative processes.
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Improve visibility and control over administrative and operational expenses.
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Deliver measurable cost savings through procurement, negotiations, and process improvements.
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Maintain strong vendor performance and relationships.
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Bachelor’s degree in business administration, Operations, Management, or a related field preferred.
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35+ years of experience in office administration, operations, executive administration, procurement, or a related leadership role.
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Demonstrated experience managing facilities, vendors, or operational projects.
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Strong financial and costmanagement mindset.
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Proven ability to negotiate pricing and vendor contracts.
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Excellent organizational and project management skills.
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Strong written and verbal communication skills.
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Proficiency with Microsoft Office and business technology platforms.
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Ability to work independently while collaborating effectively with senior leadership.
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Strong judgment, discretion, attention to detail, and followthrough.
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Ability to manage multiple priorities in a fastpaced, growing organization.
This position is not limited to managing administrative tasks. The Executive Administration Manager is expected to be a business partner and operational leader who brings structure, accountability, efficiency, and cost discipline to the organization.
We have full confidence in your ability to drive this role forward with precision, professionalism, initiative, and accountability, while helping build the administrative foundation necessary to support the company's next stage of growth.
