HKA Enterprises ยท 21 hours ago
Executive Administrative Specialist : 200027
Charlotte, NC
Full-time
Onsite
Senior Level, Lead/Staff
$26/hr - $26/hr
8+ years expHKA Enterprises is seeking an Executive Administrative Specialist to provide high-level administrative support to multiple executives at their Plaza location and Raleigh location. The role requires a highly organized professional who can manage competing priorities while maintaining confidentiality and working independently in a fast-paced environment.
Bookkeeping and PayrollConsultingHuman ResourcesInformation TechnologyStaffing Agency
Hiring Manager
Laura Moore
Responsibilities
Manage executive calendars, schedule meetings, and office seating arrangements
Prepare and edit documents, presentations, and reports
Submit and track purchase requisitions (PRs), process vendor invoices, and manage budget tracking and reconciliation for leadership
Support meeting coordination, including booking conference rooms and handling catering logistics
Manage private conference room scheduling and logistics, ensuring availability, readiness, and smooth execution of meetings
Maintain physical and digital filing systems, ensuring easy retrieval and confidentiality of materials
Maintain inventory and ordering of essential office supplies, including coffee and breakroom items, to support daily operations
Assist with onboarding and offboarding processes, including coordinating access, tools, and system updates
Coordinate with facilities and day porter staff to ensure shared office spaces remain organized and professional
Coordinate team-building and morale-boosting events, managing logistics, communications, and setup to foster a positive work environment
Communicate effectively with internal teams, peer admins, and external contacts
Provide hands-on support during technology transitions, including troubleshooting, ordering new equipment, and ensuring timely delivery of laptops, tablets, and accessories
Provide backup and cross-functional support to other executive assistants as needed
Respond to complex inquiries from management and employees regarding a variety of questions, such as clarification of company policy and procedures
Assist with large-scale operational projects such as office moves and asset disposition, ensuring tasks were completed efficiently and with minimal disruption
Anticipate the needs of the managers based on knowledge of the manager's mode of operation and individual preferences, coordinate, research, delegate, compile, and organize any work necessary to meet those needs
Maintain confidential records and reports, including onboarding, off-boarding, and invoicing
Prepare expense reports and reconciliation statements for self and management upon request
Utilize Microsoft Office Products at a high level of proficiency. Prepare and revise documents for use by management, e.g., Corporate Calendars
Maintain a consistently high level of availability to provide support to the Director according to the director's schedule
Maintain and demonstrate current knowledge of client enterprise organization and business operations. Understand the work preferences and needs of the manager. Communicate effectively with other managers and their support staff
Exercise excellent interpersonal skills and demonstrate the ability to work with employees at all levels within and outside the organization in a highly professional manner
Prepare correspondence and written communications using a variety of excellent written communication skills
Act as a flexible and reliable resource for ad hoc needs, consistently stepping in to support the team wherever and whenever needed
Qualification
Required
Minimum 8 years of experience in an administrative support role, with at least 3 years supporting executive leadership
Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams)
Strong written and verbal communication skills
Ability to prioritize and multitask in a dynamic environment
Demonstrated professionalism, discretion, and attention to detail
Self-starter with the ability to work independently without direct supervision
Strong computer skills, including Outlook, Excel, Word, PowerPoint
Fully functioning degreed professional or equivalent job-related work experience
Preferred
Prior experience in a regulated industry or corporate setting
Familiarity with client systems and organizational structure
Experience with invoice processing, PRs, and procurement systems
Bachelor's degree in Business Administration or a related field is preferred but not required
Ability to manage confidential information with the highest integrity
Ability to research independently, multi-task, and meet deadlines under tight timeframes
Company
HKA Enterprises
HKA Enterprises is a staffing and recruiting company that offers contingent labor, direct hire, and payroll services.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Keith O'Connell
Chief Financial Officer
Company data provided by crunchbase