Executive Business Administrator

Company: geoConvergence

Location: Remote with Travel (1–2 times per month) — HUBZone residents: please indicate in your communication or resume. HUBZone Map (sba.gov)

Hours: Full-Time

Compensation: DOE

Company Overview

geoConvergence is an award-winning, SBA 8(a) and HUBZone-certified GIS consulting firm specializing in implementing, integrating, and extending core Esri technology. We provide best-in-class geospatial and information technology solutions to commercial and government customers. As we transition into a phase of rapid scaling, we are looking for a strategic partner to support our leadership in driving growth and operational excellence.

Job Summary

The Executive Business Administrator (EBA) provides high-level administrative management and business infrastructure support. This role is uniquely balanced between direct executive optimization (70%) and operational coordination (30%), ensuring the Executive remains focused on high-impact revenue generation and strategic growth, while maintaining organizational momentum when the Executive is unavailable.

The ideal candidate is a proactive, systems-driven professional who thrives in a fast-growing environment where structure is actively being built. As an EBA, you will not only manage a complex executive and organization but also act as an accountability lead, ensuring that strategic goals are translated into actionable results. This is a “virtual” position requiring a high-level “integrator” who can scale alongside the organization while maintaining rigorous operational standards.

Position Responsibilities

Executive Support (Approximately 70%)

• Manage complex calendar scheduling, priorities, and time optimization to ensure the Executive remains focused on high-impact, revenue-generating efforts.
• Act as a strategic thought partner and accountability lead, tracking action items, delegations, and follow-ups to ensure completion.
• Organize communications across various platforms, focusing on email management and converting correspondence into actionable to-do items.
• Create and maintain simple, effective organizational systems to reduce operational bottlenecks.
• Support the Executive’s transition from technical subject matter expert to the primary face of the company and growth leader.
• Coordinate all domestic travel arrangements, including flight, hotel, and ground transportation.
• Provide on-site support and representation by traveling 1–2 times per month to attend key meetings, industry conferences, and trade shows alongside the Executive to manage logistics, capture action items, and facilitate networking.
• Provide administrative support for business development efforts, including updating CRM/ClickUp opportunity trackers, preparing slide decks for pitches, and ensuring follow-up with potential leads after conferences.
• Prepare briefing materials, research bios for key meetings, and ensure the Executive has all necessary documentation and context prior to calls or events.
• Serve as the primary point of contact and gatekeeper for the Executive, managing a high-volume inbox, drafting correspondence, and filtering requests to protect the Executive’s time for deep work.
• The Executive is highly action-oriented and focused on execution. The EBA must be comfortable:
  • Proactively tracking items the Executive delegates to ensure they do not “fall off the plate.”
  • Reinforcing systemized tracking and consistent follow-up.
  • Creating lightweight, sustainable systems (e.g., Google Tasks/Keep, ClickUp) that enhance productivity without overcomplicating workflows.
  • Navigating Microsoft tools for opportunity tracking and proactive organization.

Operational & Infrastructure Support (Approximately 30%)

• Provide high-level administrative and project coordination for other senior staff as needed, including scheduling cross-functional meetings, preparing departmental reports, and assisting with specialized operational tasks to ensure organizational alignment.
• Coordinate critical documentation, including NDAs, MOUs, contracts, and related legal/business filings.
• Support hiring processes by scheduling interviews, coordinating candidates, and managing onboarding logistics.
• Facilitate cross-team coordination and provide administrative support to other senior staff as needed.
• Assist in implementing streamlined operational processes and building a structure around company goals and metrics.
• Maintain organized records and project documentation within Microsoft tools and ClickUp.
• Coordinate all domestic travel arrangements, including flight, hotel, and ground transportation, while managing complex itineraries and expense reporting for all other team members of the organization.

Qualifications

Required

• 5+ years of experience supporting senior executives or founders, specifically within growth-stage environments where you have successfully helped a leader transition from technical expert to growth leader.
• Exceptional organizational and project coordination skills with a proven ability to keep a high-action executive organized, prioritized, and focused on high-impact work.
• Expertise in driving accountability, ensuring consistent follow-up on key initiatives, communications, and delegations so that nothing “falls off the plate.”
• Systems-driven mindset with the ability to create and maintain simple, effective structures around company goals, metrics, and revenue-driving activities.
• Advanced proficiency in Microsoft Office Suite and project management tools (ClickUp experience is highly preferred) to track opportunities and manage complex workflows.
• Strong written and verbal communication skills, with the ability to draft professional correspondence and serve as a high-level gatekeeper.
• Ability to travel 1–2 times per month to provide on-site support at conferences, events, and key stakeholder meetings.

Preferred

• Experience working within a GIS, IT, or government contracting environment.
• A solutions-oriented mindset with the ability to remain calm under pressure.
• Experience supporting a founder through a significant company scaling phase.

How to Apply