Executive Administrator

VTG is seeking a proactive and highly organized Executive Administrator to support our executive leadership team. This role is ideal for someone who thrives in a fast-paced environment, can manage multiple priorities, and enjoys being a critical support partner for both business operations and marketing coordination. The ideal candidate is detail-oriented, resourceful, and capable of managing sensitive information with discretion.

• Review, edit, and prepare executive-level documents, presentations, reports, and communications.
• Ensure accuracy, clarity, and alignment with VTG standards before executive approval.
• Manage document workflows, version control, and timely delivery of executive materials.
• Support with meeting preparations, briefings, agendas, and follow-up actions.

• Collaborate with VTG’s marketing team on campaign execution and content distribution.
• Assist with social media updates, website content coordination, and brand consistency checks.
• Support tracking of marketing tasks, timelines, and approvals from the executive team.
• Coordinate marketing events, booth logistics, promotional materials, and vendor communication.
• Act as the liaison between executives and the marketing function to streamline communication.

• Oversee day-to-day office operations to ensure a smooth and professional environment.
• Manage office supplies, vendor relationships, maintenance requests, and facility needs.
• Support new employee onboarding logistics for the Addison office.
• Coordinate office meetings, events, client visits, and conference room schedules.
• Maintain office compliance with safety, housekeeping, and operational policies.

• Manage executive calendars, travel, and scheduling logistics.
• Handle expense reporting and basic accounting coordination as needed.
• Maintain confidential executive data and sensitive business information.
• Create and implement organizational systems to optimize workflow and efficiency.

• 3+ years of experience in Executive Administration, Office Management, or similar role.
• Strong written communication skills and exceptional attention to detail.
• Proficiency with Microsoft 365 (Word, Excel, PowerPoint, Outlook, Teams, SharePoint).
• Ability to multitask, prioritize, and manage deadlines in a dynamic environment.
• Professional demeanor and strong interpersonal skills.
• Experience coordinating with marketing teams is a strong plus.

• Experience in technology, staffing, or professional services industries.
• Familiarity with marketing tools (e.g., HubSpot, Mailchimp, social media platforms).
• Experience supporting C-level or senior executives.

• High integrity and trustworthiness
• Strong organizational and time-management skills
• Proactive problem-solver
• Team-oriented but able to work independently
• Comfortable interacting with internal teams, clients, and leadership