Executive Administrative Assistant - Exec Ops & Calendar Management

Aramark; Philadelphia (Philadelphia County); Hybrid; USD 55,000 - 75,000; Full time

Job summary

Aramark is seeking an Executive Administrative Assistant in Philadelphia to provide calendar management, meeting coordination, and executive support for Regional Vice Presidents and the leadership team. This role involves handling confidential information, complex scheduling, and cross-regional coordination in a hybrid onsite/offsite setting.

The successful candidate will manage calendars, prepare presentations, coordinate events, and assist with contract routing and signature processes.

Qualifications

• High school diploma or equivalent required; Associate's degree preferred.
• 2+ years of executive administrative support experience.
• Experience supporting senior leaders and calendar/meeting tools preferred.

Responsibilities

• Manage complex calendars for Regional Vice Presidents across regions.
• Coordinate internal and external meetings across time zones and regions.
• Prepare materials and agendas for leadership meetings.
• Support contract routing, approvals, and signatures.
• Maintain confidential information with discretion.
• Assist with events, travel logistics, and executive communications.

Skills

Attention to detail

Organizational skills

Discretion with confidential info

Customer service

Verbal & written communication

MS Office (Excel, Outlook)

Calendar management

Multi-tasking

Education

High school diploma or equivalent

Associate's degree preferred

Tools

Microsoft Office

Outlook

Calendar software

Job description

Job Description

Work Arrangement: Hybrid - This position is expected to work onsite in the Philadelphia office three days per week.

Reports To: Vice President, Human Resources, Collegiate Hospitality

The LOB Executive Administrative Assistant, Executive Operations & Calendar Management, provides comprehensive administrative and operational support to Regional Vice Presidents and the broader leadership team. This role manages complex calendars, coordinates meetings and events, maintains critical client and regional information, and oversees contract routing and signature processes.

The ideal candidate is proactive, highly organized, detail-oriented, and able to anticipate executive needs while managing multiple priorities with professionalism, sound judgment, and discretion.

Job Responsibilities

Executive Calendar Management

• Manage complex calendars for Regional Vice Presidents, ensuring effective prioritization of business, client, and leadership commitments.
• Proactively identify and resolve scheduling conflicts.
• Coordinate internal and external meetings across multiple regions, time zones, and stakeholder groups.
• Anticipate scheduling needs and ensure leaders have the appropriate time, materials, and information to prepare for key meetings.
• Maintain confidentiality when managing sensitive business and leadership information.

Meeting, Event & Conference Coordination

• Coordinate meeting logistics, including scheduling, invitations, meeting spaces, technology, agendas, and supporting materials.
• Manage logistics for large-scale meetings, regional events, conferences, and leadership sessions.
• Support leadership team meetings through agenda coordination, material preparation, and follow-up tracking.
• Adjust meeting and event logistics quickly when business needs or schedules change.

Client & Regional Information Management

• Maintain accurate and current client contact information across the line of business.
• Manage regional email distribution lists, ensuring timely updates as employees join, transition, or leave the organization.

BTA Administration

• Coordinate established BTA procedures and administrative processes.
• Maintain accurate records and supporting documentation.
• Help standardize BTA practices across the regions.

Contract Administration

• Coordinate contract routing, review, approval, and signature processes.
• Maintain visibility into contract status and proactively follow up on outstanding approvals and signatures.
• Ensure contract documentation is complete, confidential and appropriately stored.
• Partner with Legal, Finance, Operations, and other stakeholders to facilitate timely execution.

Executive & Operational Support

• Provide administrative support to Regional Vice Presidents and the leadership team as needed.
• Prepare documents, correspondence, presentations, agendas, and other executive materials.
• Track key follow-up items and support timely completion of leadership commitments.
• Support special projects and line-of-business initiatives.
• Identify opportunities to simplify and standardize administrative processes.

Qualifications

• Education & Experience

  • High school diploma or equivalent required; Associate's degree preferred.
  • 2+ years of executive administrative support, calendar management, meeting/event coordination, or related experience preferred.
  • Experience supporting senior leaders and working with calendar, meeting, document, or contract administration tools is preferred.

  Knowledge, Skills & Abilities

  • Strong attention to detail and commitment to accuracy.
  • Excellent organizational and time management skills.
  • Ability to manage confidential and sensitive information with discretion.
  • Strong customer service and relationship-building skills.
  • Effective verbal and written communication skills.
  • Proficiency in Microsoft Office Suite, including Excel and Outlook.
  • Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.

About Aramark

Our Mission

Rooted in service and united by our purpose, we strive to do great things for each other, our partners, our communities, and our planet.

At Aramark, we believe that every employee should enjoy equal employment opportunity and be free to participate in all aspects of the company. We do not discriminate on the basis of race, color, religion, national origin, age, sex, gender, pregnancy, disability, sexual orientation, gender identity, genetic information, military status, protected veteran status or other characteristics protected by applicable law.

About Aramark

The people of Aramark proudly serve millions of guests every day through food and facilities in 15 countries around the world. Rooted in service and united by our purpose, we strive to do great things for each other, our partners, our communities, and our planet. We believe a career should develop your talents, fuel your passions, and empower your professional growth. So, no matter what you're pursuing - a new challenge, a sense of belonging, or just a great place to work - our focus is helping you reach your full potential. Learn more about working here at http://www.aramarkcareers.com or connect with us on Facebook, Instagram and Twitter.