Executive Administrative Assistant - Executive Travel & Expense Administration

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

Job summary

Aramark is seeking an Executive Administrative Assistant, Travel & Expense Administration, to provide dedicated support to Regional Vice Presidents and senior leaders. You will manage travel, expense reporting, and complex schedules with a focus on discretion and efficiency.

The role requires strong organization, proactive service, and the ability to handle sensitive information in a fast-paced environment. Hybrid onsite work in Philadelphia is expected three days per week.

Qualifications

• High school diploma or equivalent; Associate's degree preferred.
• 2+ years of executive administrative support, travel coordination, expense administration, or related experience preferred.
• Ability to manage confidential and sensitive information with discretion.

Responsibilities

• Executive Expense Management: Prepare, submit, and reconcile expense reports for Regional Vice Presidents; ensure reports are accurate and supported by documentation; monitor outstanding expenses and ensure compliance; partner with Finance on questions and reimbursement issues.
• Travel Management & Coordination: Coordinate all travel arrangements (airfare, hotel, ground transportation); manage changes and disruptions; develop travel itineraries and supporting materials; serve as primary travel contact.
• Executive Administrative Support: Provide high-quality admin support for Regional Vice Presidents; coordinate meeting logistics and materials; assist with presentations and document management; support special projects and strategic initiatives.

Skills

Attention to detail

Organization & time management

Discretion with sensitive information

Customer service

Verbal & written communication

Prioritization

Education

High school diploma or equivalent

Associate's degree preferred

Tools

Microsoft Office Suite

Excel

Outlook

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 Travel & Expense Administration, provides dedicated support to Regional Vice Presidents and senior leaders by managing travel, expense reporting, and executive administrative activities across the line of business. This role serves as a trusted partner to leadership, ensuring seamless travel experiences, timely expense reconciliation, and efficient coordination of administrative priorities.

The ideal candidate is highly organized, service-oriented, proactive, and capable of managing complex schedules, competing priorities, and sensitive information with professionalism and discretion.

Job Responsibilities

Executive Expense Management

• Prepare, submit, and reconcile expense reports for Regional Vice Presidents.
• Ensure expense reports are completed accurately, supported by appropriate documentation, and submitted within established timelines.
• Monitor outstanding expenses and proactively follow up to ensure compliance with company policies.
• Partner with Finance to resolve expense-related questions, discrepancies, and reimbursement issues.

Travel Management & Coordination

• Coordinate all travel arrangements, including airfare, hotel accommodations, ground transportation, and itineraries for Regional Vice Presidents.
• Manage travel changes, cancellations, and disruptions while minimizing impact to business operations.
• Develop and distribute comprehensive travel itineraries and supporting materials.
• Serve as the primary point of contact for travel-related inquiries and issue resolution.

Executive Administrative Support

• Provide high-quality administrative support for Regional Vice Presidents.
• Coordinate meeting logistics, reservations, and supporting materials.
• Assist with presentation preparation, document management, and executive correspondence.
• Support special projects and strategic initiatives across the line of business.

Qualifications

Education & Experience

• High school diploma or equivalent required; Associate's degree preferred.
• 2+ years of executive administrative support, travel coordination, expense administration, or related experience 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.