Principal Executive Business Administrator

Overview

Job Summary The Principal Executive Business Administrator provides high-level administrative, project, and logistical support to ensure the CEO’s time, priorities, and organizational commitments are managed effectively. This role requires exceptional judgment, professionalism, and communication skills, as well as the ability to anticipate needs, coordinate complex details, and serve as a key liaison to internal staff, external partners, and industry organizations. The Principal Executive Business Administrator manages the CEO’s schedule, travel, correspondence, projects, events, and records while representing the CEO and Valmark with the utmost discretion and accuracy.

This role includes a blend of executive (approximately 80%) and personal administrative support (approximately 20%), including coordination of private board activity, charitable involvement, and personal logistics to ensure the CEO can remain focused on strategic priorities.

• Executive Schedule & Communication Management:
  Manage the CEO’s Outlook calendar, scheduling calls, meetings, events, and travel for optimal efficiency. Exercise independent judgment to prioritize demands on the CEO’s time. Redirect inquiries and requests to appropriate departments as needed. Confirm appointments and prepare materials in advance. Edit and draft correspondence, proofread documents, and assist with articles, white papers, and departmental materials. Proactively protect focus time, anticipate scheduling conflicts, and ensure priorities are aligned with strategic objectives.
• Travel, Event, & Meeting Coordination:
  Coordinate all aspects of the CEO’s travel, including flights, accommodations, and transportation. Manage logistics and catering for CEO-directed events and meetings (Valmark Board, Vistage, staff, local groups). Support conference participation by ensuring materials are submitted on time, registrations completed, and presentations prepared with the Graphics team. Produce detailed itineraries aligning travel with meeting schedules, including coordination for business guests.
• Relationship, Board, & Committee Support:
  Coordinate communications and logistics for industry committees chaired by the CEO. Support the CEO’s involvement with university, foundation, and charitable boards. Initiate preparation for Member Advisory Board and Carrier Partnership calls, including scheduling, invitations, agendas, and surveys. Serve as liaison to staff, member firms, carrier partners, and the field on behalf of the CEO. Coordinate private board and charitable activities.
• Project, Gift, & Special Assignment Management:
  Manage special projects for the CEO, working with manufacturers, vendors, and designers. Coordinate ordering and distribution of gifts and recognition items for members, partners, and staff (holidays, life events, anniversaries, birthdays, designations). Prepare recipient lists, select items with the CEO, order gifts and packaging materials, and oversee mailing and cost management. Track gifting spend and recommend items aligned with relationships and brand standards.

• Exceptional written, verbal, and interpersonal communication skills
• Strong proofreading, editing, and attention to detail
• Proven ability to prioritize, organize, and manage multiple deadlines
• High level of professionalism in all interactions
• Exercises discretion and sound judgment with confidential and sensitive information
• Ability to anticipate needs and address issues proactively
• Flexible, adaptable, and effective in a changing environment
• Advanced proficiency in Microsoft Office; CRM experience helpful
• Strong follow-through and ability to anticipate issues before they arrive
• Ability to build high-trust relationships and operate as a strategic partner

Not responsible for supervising employees but should exhibit leadership for other administrative staff.

• Associate degree
• At least five years of experience in a professional office setting supporting senior management

• Bachelor’s degree
• Five to ten years’ experience in a…