Executive Expense Operations Specialist

, ensuring accuracy, compliance, and timely reimbursement.

This individual will act as an extension of the Executive Admin function - enabling leaders to stay focused on strategic priorities by delivering seamless, high-quality expense support.

This role sits at the intersection of executive support and finance operations , requiring strong judgment, discretion, and service orientation.

Key Responsibilities

Executive Expense Management

• Prepare, review, and submit

in a timely and accurate manner

• Ensure all expenses comply with company policies, documentation requirements, and audit standards
• Validate receipts, coding, and cost center allocation; follow up on missing or incomplete documentation
• Reconcile corporate card transactions and ensure alignment with submitted expenses
• Track and resolve discrepancies, policy exceptions, and reimbursement delays

• Partner closely with Executive Assistants and senior leaders to

• Anticipate executive needs (travel, events, customer engagements) and prepare expense submissions accordingly
• Provide white-glove support with a strong focus on responsiveness and confidentiality

• Maintain strict adherence to internal controls, audit requirements, and corporate expense policies
• Identify trends, recurring issues, and opportunities to improve efficiency or reduce cycle time
• Support training and guidance to executives/admins on expense policies and tools
• Partner with the Travel & Expense administrator to resolve expense report issues, escalate recurring or high-risk matters, align guidance for executives/admins, and improve processes to reduce rework and cycle time

• Support contract processing activities, including routing documents, coordinating approvals, tracking status, and ensuring required information is complete
• Assist with purchase requisition creation, review, follow-up, and coordination with stakeholders to support timely procurement processing
• Perform related administrative tasks such as maintaining records, organizing supporting documentation, monitoring pending items, and following up on open actions
• Coordinate with internal teams to clarify requirements, resolve administrative issues, and help ensure smooth execution of finance and procurement-related processes

• Utilize expense management systems (e.g., Concur or similar) to process and track submissions
• Maintain accurate records and documentation for audit readiness
• Generate basic reporting on expense status, cycle times, and exceptions

• Work flexibly by supporting and participating in other duties, projects, and administrative tasks as directed by the Management Team