Executive Adminstrative & Communications Specialist

Responsibilities

The role involves providing comprehensive administrative and communication support to senior management, including scheduling, travel coordination, and document preparation. It also entails facilitating communication between leadership and stakeholders while managing project timelines and marketing content development.

Requirements

Candidates should possess significant work experience in executive support and marketing communications, with a preference for a bachelor's degree. Proficiency in MS Office, AI tools, and project management methodologies is required to effectively manage complex administrative and creative tasks.

Skills

• Administrative support
• Calendar management
• Travel coordination
• Speech writing
• Presentation design
• Data visualization
• Project administration
• Marketing communications
• MS Office Suite
• AI tools
• Time management
• Stakeholder management
• Corporate communication
• Meeting facilitation
• Data analytics
• Storytelling

About this role

Job Summary:

Acts as an extension of senior management ensuring a positive customer
experience while being the representative of senior management to others.
Provides administrative support and performs numerous duties, including
scheduling, writing correspondence, emailing, overseeing visitors, routing
callers and answering questions and requests.

Key Responsibilities:

Anticipates to the needs of senior management and manages his/her schedules.
Arranges and coordinates travel arrangements including expense reports and
visa/passport requirements. Gathers, compiles, verifies and analyses information
for management' use in documents such as memos, letters, reports, speeches,
presentations and news releases. Facilitates smooth communications between
senior management and coworkers and between senior management and external
parties such as media, customers, vendors and the public. Maintains the security
and confidentiality of management' records and files. Monitors, reviews and
approves standard expenditures to ensure the activities of the office are
conducted within established budgets. Reports required information on a regular
basis as assigned (e.g. monthly). Performs various tasks using independent
judgement and discretion; e.g., preparing documents and presentation materials;
screening and responding to incoming correspondence, inquiries, and phone calls;
drafting letters and official information releases; arranging and attending
meetings; taking and distributing minutes. Act as formal resource for colleagues
with less experience. Completes other activities for senior management upon
request and/or as required.

RESPONSIBILITIES

Competencies:
Action oriented - Taking on new opportunities and tough challenges with a sense
of urgency, high energy, and enthusiasm.

Communicates effectively - Developing and delivering multi-mode communications
that convey a clear understanding of the unique needs of different audiences.

Customer focus - Building strong customer relationships and delivering
customer-centric solutions.

Ensures accountability - Holding self and others accountable to meet
commitments.

Plans and aligns - Planning and prioritizing work to meet commitments aligned
with organizational goals.

Data Analytics - Discovers, interprets and communicates qualitative and
quantitative data; determines conclusions relying on knowledge of business or
functional frameworks; simultaneously applies statistics, data validity, data
visualization, and problem solving approaches to effectively extract meaningful
patterns and business insights; presents conclusions and outcomes that enable
data driven business decisions.

Data Communication and Visualization - Constructs a tale of the business
problem, root cause, solution options, and opportunities through illustrating
data visually, including reports and dashboards.

Values differences - Recognizing the value that different perspectives and
cultures bring to an organization.

Education, Licenses, Certifications:
High school diploma or certificate of completion of secondary education or
equivalent experience to the extent such experience meets applicable
regulations.

Experience:
Significant work experience and in-depth knowledge obtained through specialized
training and relevant experience.

QUALIFICATIONS

Core Responsibilities

Executive Support

* Manage calendars, travel arrangements, expense reports, and meeting
logistics.

* Prepare and edit documents, memos, and official correspondence.

* Maintain confidentiality of sensitive information and ensure smooth
communication between senior leadership and stakeholders.

Team Meeting Planning

* Coordinate and schedule team meetings, including agenda preparation and
distribution.

* Arrange meeting logistics (venue, virtual links, catering, materials).

* Capture and distribute meeting notes and action items promptly.

Marketing Communications

* Draft and edit speeches, presentations, and briefing packs for executive
events.

* Coordinate with stakeholders to finalize messaging and visuals for speeches
and marketing campaigns.

* Ensure timely delivery and adherence to branding and communication standards.

Project Administration

* Support project planning, scheduling, and resource coordination.

* Track deliverables, budgets, and timelines; prepare status reports.

* Facilitate communication between project teams and leadership.

Presentation Development

* Design and prepare high-quality slide decks for executive briefings, internal
meetings, and external events.

* Tailor content to audience needs, ensuring clarity and impact.

* Apply storytelling techniques and data visualization best practices.

Required Skills

Administrative Expertise

* Advanced proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).

* Use of AI tools to accelerate output and quality of deliverables (ChatGPT,
CoPilot, Claude)

* Strong organizational and time-management skills.

* Ability to anticipate needs and act with discretion.

Communication & Marketing

* Exceptional written and verbal communication skills.

* Experience in speech writing and marketing content development.

* Understanding of branding and corporate communication principles.

Project & Meeting Management

* Familiarity with project management tools and methodologies (e.g., Agile,
DMAIC).

* Skilled in planning and executing team meetings effectively.

* Ability to manage multiple priorities and stakeholders.

Presentation Design

* Skilled in creating visually compelling presentations.

* Knowledge of design principles and ability to simplify complex information.

* Comfort with tight deadlines and iterative feedback.

Preferred Qualifications

* Bachelor’s degree in Business Administration, Communications, or related
field.

* 5+ years of experience in executive leadership support and marketing
communications.

* Certification in project management (PMP, 6S or ...

About Cummins

Motor Vehicle Manufacturing · 10,001+ employees · headquartered in Columbus, Indiana