About the role
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
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