Executive Administrative Assistant

Advanced Hospitality; Milford (CT); On-site; USD 65,000 - 70,000; Full time

Benefits offered by this job

Comprehensive Health, Dental, & Vision

Paid Time Off

Sick Time

Paid Holidays

Life Insurance

401(k) Contributions

Charity Matching Program

Job summary

Advanced Hospitality is seeking a highly organized Executive Administrator Assistant in Milford, Connecticut. Responsibilities include managing schedules, preparing documentation, and maintaining contracts, all while providing support to executive teams.

The ideal candidate has a Bachelor's degree and experience in executive support or operations, with proficiency in Microsoft Office Suite. The role requires excellent communication skills and the ability to manage multiple priorities in a fast-paced environment. Comprehensive benefits and a salary of $65,000 - $70,000 are offered.

Qualifications

• Strong computer proficiency in Microsoft Office Suite.
• Demonstrated experience in executive support or operations.
• Ability to work independently while maintaining professionalism.

Responsibilities

• Manage complex calendars and travel arrangements.
• Screen and respond to incoming communications.
• Prepare meeting agendas and reports.
• Coordinate internal and external meetings.
• Maintain organized filing systems for documents.

Skills

Organizational Skills

Communication Skills

Interpersonal Skills

Problem Solving

Time Management

Education

Bachelor's degree in Business Administration or related field

Tools

Microsoft Office Suite

HRIS

SharePoint

Job description

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

• 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.

• 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.

• 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.

• 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.

• 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

Work Location: In person