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