[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 involves coordinating travel, managing expense reporting, and scheduling meetings across executive calendars while exercising good judgment and maintaining organization.

Responsibilities

• Travel coordination — 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
• Expense management — 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
• Calendar management — 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
• Bachelor's degree preferred, or an equivalent combination of education, training, and experience
• Three to five years of experience supporting senior executives; experience supporting multiple executives at once is a plus
• 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

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