Executive Administrative Assistant
21 days ago
Milford
Job Description This position is onsite in Milford, CT. DESCRIPTION: We are seeking a highly organized and professional Executive Administrator Assistant to provide high-level administrative, operational, and executive support to leadership and executive teams. This role serves as a key liaison between internal leadership, clients, vendors, and external partners while supporting executive scheduling, onboarding coordination, contract administration, document management, payroll support, and company-wide operational initiatives. RESPONSIBILITIES: Executive & Administrative Support • Manage complex calendars, appointments, meetings, and travel arrangements for executives and leadership., • Screen, prioritize, and respond to incoming communications, correspondence, and requests., • Prepare meeting agendas, presentations, reports, briefing materials, and follow-up action items., • Coordinate internal and external meetings, training sessions, and company events., • Draft, proofread, format, and distribute professional correspondence and business documents., • Serve as a primary point of contact for executive scheduling and communications. Operations & Client Support • Act as a professional point of contact for clients, employees, vendors, and external partners., • Support onboarding activities, HR operations, compliance initiatives, and administrative processes., • Coordinate with consultants, attorneys, vendors, and clients on projects and initiatives., • Assist with company-wide operational and strategic projects., • Support relationship-building efforts with prospective and existing clients., • Provide administrative and operational support across multiple departments as needed. Contract & Lease Administration • Maintain lease agreements, service agreements, and client contracts., • Track renewals, expirations, amendments, approvals, and critical dates., • Coordinate contract routing, signatures, and document retention., • Maintain organized repositories for contracts and operational documentation., • Coordinate with tenants, vendors, legal counsel, and leadership regarding lease and contract matters. Documentation & Compliance • Maintain accurate digital filing systems, document version control, and record retention practices., • Support audits, file reviews, compliance projects, and operational initiatives., • Maintain accurate records and documentation in compliance with company standards and applicable regulations., • Ensure confidentiality and integrity of sensitive employee, client, and company information. Payroll & Administrative Finance Support • Provide administrative support related to payroll processing and payroll documentation., • Serve as a backup resource for payroll administration when needed., • Assist with payroll-related reporting, recordkeeping, and employee documentation., • Support basic financial and administrative tasks, including simple account reconciliations and documentation review., • Coordinate with finance and operational teams to ensure accurate records and timely processing. REQUIRED QUALIFICATIONS: • Demonstrated administrative, executive support, operations, office management, or HR support experience., • Strong computer proficiency including Microsoft Office Suite and Microsoft 365 applications., • Ability to prioritize tasks, manage deadlines, and effectively multi-task in a fast-paced environment., • Strong interpersonal, organizational, and communication skills., • Ability to work independently while taking direction effectively., • High level of professionalism, organization, discretion, and attention to detail., • Ability to maintain confidentiality and handle sensitive information appropriately., • Strong customer service mindset with the ability to build positive relationships with clients, vendors, employees, and leadership., • Reliable transportation and ability to travel locally when needed. KNOWLEDGE, SKILLS, AND ABILITIES: • Strong analytical, critical thinking, and problem-solving skills., • Exceptional attention to detail with strong follow-through and accountability., • Ability to manage multiple projects and competing priorities while maintaining accuracy and professionalism., • Proficiency in Microsoft Office Suite and Microsoft 365 applications, including Outlook, Excel, Word, and PowerPoint., • Experience with HRIS, ATS, onboarding systems, JazzHR, JotForm, SmartSheet, SharePoint, POS systems, or similar platforms preferred., • Exposure to payroll administration, bookkeeping, accounting support, or finance-related administrative functions is a plus., • Positive, adaptable, and proactive approach to work and project management. EDUCATION AND EXPERIENCE: • Bachelor's degree in Business Administration, Human Resources, Communications, Paralegal Studies, Accounting, Finance, or a related field preferred. Equivalent experience will be considered., • Experience with Microsoft 365, Excel, Outlook, Word, and PowerPoint required., • Experience supporting executives, business operations, administrative functions, HR processes, client services, or office management preferred., • Experience with payroll administration, bookkeeping support, account reconciliations, or similar financial administrative functions is a plus., • Experience with HRIS, ATS, onboarding systems, JazzHR, JotForm, SmartSheet, SharePoint, POS systems, or similar platforms preferred. TRAVEL REQUIREMENTS: • Occasional local travel may be required to support client locations, meetings, training sessions, or operational needs., • Travel is generally limited to day trips within a 40-mile radius, though occasional additional travel may be required., • Employees must maintain reliable transportation. BENEFITS Salary: $65,000 - $70,000 • Comprehensive Health, Dental, & Vision, • Paid Time Off, • Sick Time, • Paid Holidays, • Life Insurance, • 401(k) Contributions, • Charity Matching Program Join us in this exciting opportunity to make a meaningful impact on our talent acquisition efforts. Apply today and become an integral part of our dynamic team! Work Location: In person IND125 Powered by JazzHR D9ctOEkpeD