[Remote] Executive Administrator

Note: The job is a remote job and is open to candidates in USA. BetterLife is seeking a part-time Executive Administrator to provide high-level administrative support to multiple senior executives. The role focuses on travel coordination, expense management, and calendar management to ensure smooth operations for the executives.

Responsibilities

• Plans and books domestic and occasional international travel for multiple senior executives, including flights, lodging, ground transportation, rental cars, and visa or documentation needs
• Builds detailed day-by-day itineraries, anticipates schedule risks such as tight connections and time-zone changes, and compiles documents and briefing materials for travel-related meetings
• Serves as the point of contact for changes and disruptions while executives are in transit
• Prepares, reconciles, and submits expense reports and reimbursement requests for all executives
• Collects and organizes receipts, codes expenses to the correct cost centers and accounts, monitors corporate card activity, ensures compliance with the company travel-and-expense policy, and follows up to resolve discrepancies and keep reimbursements on schedule
• Maintains and protects each executive’s calendar, fielding scheduling requests and proactively flagging conflicts, deadlines, and upcoming commitments
• Keeps each executive informed of what’s ahead and ensures they have the materials and context they need before every commitment

Skills

• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, executives, and external partners
• Strong written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity and sound judgment in handling sensitive information
• Highly resourceful team player who is also extremely effective working independently
• Proven ability to handle confidential information with discretion, adapt to competing demands, and deliver a high level of service and responsiveness
• Demonstrated ability to meet deadlines in a fast-paced environment
• Three to five years of experience supporting senior executives
• Hands-on experience managing complex travel logistics and expense reporting across multiple stakeholders
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint) and common travel and expense management tools (e.g., Concur)
• Bachelor's degree preferred, or an equivalent combination of education, training, and experience
• Experience supporting multiple executives at once is a plus

Company Overview