Executive Assistant / Business Operations Administrator
Salary: $75,000–$85,000
Monday–Friday, 9:00 AM–6:00 PM | Hybrid: 3 days in office / 2 remote
We are seeking a highly organized and proactive Executive Assistant / Business Operations Administrator to provide direct support to a Senior Vice President of Operations while helping coordinate key operational initiatives.
This is a newly created role for someone who enjoys building structure, solving problems, and staying several steps ahead. The ideal candidate is resourceful, detail-oriented, and comfortable working in a fast-paced, high-volume environment.
Key Responsibilities
- Provide direct administrative and organizational support to the Senior Vice President of Operations, including calendar management, correspondence, meetings, reporting, and follow-up.
- Anticipate leadership needs and proactively manage priorities, deadlines, and special projects.
- Coordinate the company’s vehicle fleet program, partnering with Accounting, Risk Management, and Operations on vehicle assignments, registrations, maintenance, insurance, inspections, and related documentation.
- Maintain accurate fleet records and track expenses, compliance requirements, and upcoming needs.
- Support Area Managers and operational teams with administrative and project-related needs.
- Track operational workflows, work orders, deadlines, and deliverables to ensure timely completion.
- Partner with Billing and A/R to help ensure accurate charge capture and resolution of issues.
- Identify process gaps and recommend solutions to improve efficiency and organization.
- Serve as a liaison between Operations and other corporate departments.
Qualifications
- 3–5+ years of experience in Executive Assistant, Administrative, Business Operations, or Operations Coordinator roles.
- Experience supporting senior leadership strongly preferred.
- Experience with fleet management, logistics, facilities, property management, hospitality, healthcare, or another service-driven environment is a plus.
- Highly organized, proactive, resourceful, and able to work independently.
- Strong problem-solving, communication, and follow-through skills.
- Excellent proficiency with Microsoft Office, particularly Excel, Outlook, Word, and PowerPoint.
- Comfortable learning new technology and business systems.
- Bachelor’s degree preferred.
- Bilingual Spanish/English is a plus.
We’re looking for someone who takes ownership, anticipates what needs to be done, and thrives in a fast-moving environment.
Note: Qualified candidates will be contacted within 2 business days of application. If an applicant does not meet the above criteria, we will keep your resume on file for future opportunities and may contact you for further discussion.
50030
#PHILLYAFT
Pay: $75,000.00 - $85,000.00 per year
Work Location: In person
