Job Description

The Principal Executive Business Administrator provides high-level administrative, project, and logistical support to ensure the CEO’s time, priorities, and organizational commitments are managed effectively. This role requires exceptional judgment, professionalism, and communication skills, as well as the ability to anticipate needs, coordinate complex details, and serve as a key liaison to internal staff, external partners, and industry organizations. The Principal Executive Business Administrator manages the CEO’s schedule, travel, correspondence, projects, events, and records while representing the CEO and Valmark with the utmost discretion and accuracy.

This role includes a blend of executive (approximately 80%) and personal administrative support (approximately 20%), including coordination of private board activity, charitable involvement, and personal logistics to ensure the CEO can remain focused on strategic priorities.

Essential Functions and Responsibilities

1. Executive Schedule & Communication Management

• Manage the CEO’s Outlook calendar, scheduling calls, meetings, events, and travel for optimal efficiency.
• Exercise independent judgment to prioritize demands on the CEO’s time.
• Redirect inquiries and requests to appropriate departments as needed.
• Confirm appointments and prepare materials in advance.
• Edit and draft correspondence, proofread documents, and assist with articles, white papers, and departmental materials.
• Proactively protect focus time, anticipate scheduling conflicts, and ensure priorities are aligned with strategic objectives.

2. Travel, Event, & Meeting Coordination

• Coordinate all aspects of the CEO’s travel, including flights, accommodations, and transportation.
• Manage logistics and catering for CEO-directed events and meetings (Valmark Board, Vistage, staff, local groups).
• Support conference participation by ensuring materials are submitted on time, registrations completed, and presentations prepared with the Graphics team.
• Produce detailed itineraries aligning travel with meeting schedules, including coordination for business guests.

3. Relationship, Board, & Committee Support

• Coordinate communications and logistics for industry committees chaired by the CEO.
• Support the CEO’s involvement with university, foundation, and charitable boards.
• Initiate preparation for Member Advisory Board and Carrier Partnership calls, including scheduling, invitations, agendas, and surveys.
• Serve as liaison to staff, member firms, carrier partners, and the field on behalf of the CEO.
• Coordinate private board and charitable activities.

4. Project, Gift, & Special Assignment Management

• Manage special projects for the CEO, working with manufacturers, vendors, and designers.
• Coordinate ordering and distribution of gifts and recognition items for members, partners, and staff (holidays, life events, anniversaries, birthdays, designations).
• Prepare recipient lists, select items with the CEO, order gifts and packaging materials, and oversee mailing and cost management.
• Track gifting spend and recommend items aligned with relationships and brand standards.

5 Financial Administration & Record Management

• Review and submit invoices for payment on behalf of the CEO.
• Complete expense reports and manage credit card statement submissions for both the CEO and EA.
• Use judgment in purchasing items needed for CEO-driven requests or projects.
• Maintain files for the CEO’s insurance policies and trusts and scan documents into VMPC.
• Manage continuing education requirements for the CEO’s designations and licenses, and maintain industry memberships.
• Maintain confidential records related to trusts, family business holdings, and personal matters.

6. Professional Representation & Internal Support

• Represent the CEO with professionalism and discretion in all interactions.
• Support communication flow between the CEO and internal staff.
• Maintain confidentiality and ensure timely, accurate information sharing on behalf of executive leadership.
• Serve as a “right-hand” partner, ensuring strong relationships and responsive communication across all stakeholders.

7. Personal and Private Affairs Support

• Coordinate personal calendar, including extended stays, ensuring alignment with business and family obligations.
• Plan and manage personal and family travel logistics with detailed itineraries.
• Provide administrative support for personal, charitable, and private engagements.

Core Competencies

• Exceptional written, verbal, and interpersonal communication skills
• Strong proofreading, editing, and attention to detail
• Proven ability to prioritize, organize, and manage multiple deadlines
• High level of professionalism in all interactions
• Exercises discretion and sound judgment with confidential and sensitive information
• Ability to anticipate needs and address issues proactively
• Flexible, adaptable, and effective in a changing environment
• Advanced proficiency in Microsoft Office; CRM experience helpful
• Strong follow-through and ability to anticipate issues before they arrive
• Ability to build high-trust relationships and operate as a strategic partner

Supervisory Responsibility

Not responsible for supervising employees but should exhibit leadership for other administrative staff.

Required Education and Experience

• Associate degree
• At least five years of experience in a professional office setting supporting senior management

Preferred Education and Experience

• Bachelor’s degree
• Five to ten years’ experience in a professional office setting supporting senior management

Physical Demands

This is a largely sedentary role; however, may occasionally lift up to 25 pounds for products, books or reprints received and stored.

Position Type and Expected Hours of Work

Days and typical hours of work are Monday through Friday, 8:30 a.m. to 5 p.m. Employee must be present in office to successfully support the CEO. A 40-hour work week is required for full-time status. Any flexibility in hours is subject to discussion. Up to 2 day WFH per week, per policy.

Valmark reserves the right to modify, interpret, or apply this job description in any way the Company desires. This job description in no way implies this is an all-inclusive list of responsibilities to be performed by the Employee in this position. This job description is not an employment contract, implied or otherwise. The employment relationship remains “at-will”.