Executive Administrative Assistant

Overview

The Executive Administrative Assistant is responsible for providing comprehensive administrative and clerical support across a range of office functions, including phone reception, mail handling, equipment and supply management, inventory control, and facilities maintenance. This position also serves as the primary point of contact for payroll and HR coordination, IT and phone troubleshooting, vendor and service provider communications, and event planning. The Executive Administrative Assistant contributes to office-wide projects and provides support to the Managing Director as needed.

Key Responsibilities Human Resources & Payroll

· Act as liaison for all HR and payroll-related matters

· Coordinate and evaluate outsourced HR/PEO contracts on an annual basis

· Process bi-weekly and special payrollsVendor Relations & Office Operations

· Serve as the main point of contact for all office vendors

· Manage vendor accounts, service agreements, and relationships

· Coordinate the approval and documentation of office-related contracts and expenses in collaboration with the bookkeeperFacilities & Equipment Management

· Ensure all office equipment (e.g., copiers, printers, postage machines, fax, phone systems) is operational and arrange maintenance as needed

· Monitor general housekeeping and provide oversight or direction to cleaning personnel

· Request and coordinate special cleaning services

· Oversee daily facility operations and serve as the primary contact for building management and maintenance issuesInformation Technology & Communication Systems

· Act as the primary contact for all IT and phone-related support, liaising with both internal users and external service providersAccounting Support

· Follow up on outstanding invoices and payment requests

· Coordinate and arrange check depositsEvent Planning

· Assist in the planning and execution of company events and internal activities

· Coordinate event logistics, including preparation and shipment of materials for off-site corporate functionsDocuments & Reporting

· Create and maintain document templates (e.g., client agreements)

· Generate management reports upon request

Qualifications

· Ability to work independently with minimal supervision

· Strong organizational skills and meticulous attention to detail

· Proven ability to manage multiple tasks and prioritize effectively

· Excellent verbal and written communication skills

· Strong interpersonal skills and the ability to interact professionally at all levels

· High level of professionalism, sound judgment, and discretion

· Proficiency in Microsoft Office Suite (Word, Excel, Outlook, etc.)

· Familiarity with standard office equipment

Education and Experience

· Bachelor’s degree or equivalent preferred

· Minimum of 5 years of administrative experience preferred