Executive Assistant​/Executive Administrator

Executive Support & Operations

We are seeking a highly experienced, proactive, and exceptionally organized Executive Assistant / Executive Administrator to provide high-level support to our executive leadership team while contributing to key operational initiatives.

This role requires strong judgment, discretion, and the ability to anticipate executive needs, proactively communicate progress, and take initiative without requiring frequent direction
. The successful candidate will function as a trusted partner to leadership—bringing structure, visibility, and follow-through to a fast-paced environment.

• Manage complex executive calendars with accuracy, efficiency, and foresight using Outlook.
• Proactively anticipate executive needs by monitoring schedules, priorities, deadlines, and commitments, and taking appropriate action without being asked.
• Proactively keep executives and senior leadership informed of project status, key milestones, risks, and next steps
  —particularly for events and special initiatives—so leadership does not need to ask for updates.
• Provide concise, timely status updates and recommendations to support executive decision-making.
• Keep executives well informed of upcoming responsibilities, deadlines, and potential conflicts, following up as needed to ensure preparedness.
• Screen and manage phone calls, emails, and correspondence on behalf of executives to ensure timely, professional responses.
• Arrange complex domestic and international travel for executives and trade‑show teams, including detailed itineraries and logistics.
• Prepare executive‑level presentations, reports, organizational charts, and supporting materials.
• Reconcile and submit executive corporate expenses accurately and on time using Paycom.

• Plan, coordinate, and execute meetings and company events of varying scale.
• Own the end‑to‑end planning and execution of major annual company events
  , including:
  • Annual Company Picnic
  • Annual Year‑End Holiday Party & Awards Presentation
• For these major events, assume full ownership, including:
  • Developing and managing event budgets in alignment with executive guidance
  • Sourcing, negotiating, and coordinating with venues, caterers, entertainment, rentals, and other vendors
  • Establishing and leading an event planning committee
    , including setting meeting cadence, assigning responsibilities, and driving accountability
  • Creating detailed project timelines, task lists, and internal communications
  • Designing and managing the run‑of‑show
    , including agendas, awards flow, speeches, and program timing
  • Coordinating logistics such as invitations, RSVPs, seating, décor, audiovisual needs, and on‑site setup
  • Providing regular, proactive status updates to executives on planning progress, risks, and readiness
  • Serving as the primary point of contact on the day of the event to ensure smooth execution
  • Conducting post‑event wrap‑up, vendor reconciliation, and follow‑up as needed
• Prepare meeting agendas, take minutes when requested, and establish systems to track and close out follow‑up items.
• Host key customers and visitors with a high level of professionalism and hospitality, including room preparation, refreshments, meals, and elevated service when appropriate.

• Coordinate with external vendors and contractors for maintenance, repairs, and operational needs.
• Support executives in managing business contacts and following up on key relationships.
• Collaborate cross‑functionally on special projects requiring discretion, organization, and attention to detail.
• Maintain a strong working knowledge of Allstate Floral’s leadership, operations, and business priorities.

• Handle sensitive and confidential information with the highest level of discretion.
• Represent the executive office and company professionally in communication, appearance, and conduct.
• Run business‑related errands as needed.

• Proven experience as an Executive Assistant, Senior Executive Assistant, or Executive Administrator supporting senior leadership.
• Demonstrated ability to anticipate executive needs,…