Executive Administrative Assistant - Payroll & Financial Admin

Aramark; Philadelphia (Philadelphia County); Hybrid; USD 52,000 - 66,000; Full time

Job summary

Aramark is hiring a LOB Executive Administrative Assistant, Payroll & Financial Administration, to support payroll processing, timekeeping, and invoice management across eight regions from a hybrid Philadelphia office.

The role requires strong organizational skills, discretion with confidential information, and excellent communication. You will coordinate with Payroll, Accounts Payable, and field operations to ensure accuracy and strong financial controls.

Qualifications

• High school diploma or equivalent; Associate degree preferred.
• 2+ years in administrative, payroll, finance or HR related roles.
• Experience with payroll, timekeeping, or financial systems preferred.
• Strong attention to detail and accuracy.
• Excellent organizational and time management skills.
• Ability to handle confidential information discreetly.
• Strong customer service and relationship-building skills.
• Proficiency in Microsoft Office; Excel and Outlook.

Responsibilities

• Payroll Administration: Review, edit, and process payroll transactions for associates across eight regions.
• Payroll Administration: Monitor and validate payroll data for accuracy and compliance with policies and procedures.
• Payroll Administration: Track and maintain PTO, vacation, and paid leave records; provide regular reports.
• Payroll Administration: Partner with managers and regional teams to resolve payroll issues promptly.
• Payroll Administration: Assist with payroll corrections and documentation as required.
• Financial Administration: Process invoices and support payment coordination across the line of business.
• Financial Administration: Ensure invoices are submitted accurately and timely.
• Financial Administration: Maintain organized financial records and support internal audits.
• Operational Support: Serve as liaison between operations, Payroll, HR, Finance, and Accounts Payable.
• Operational Support: Respond to payroll and invoice inquiries with professional, customer-focused support.
• Operational Support: Support special projects and other administrative initiatives as assigned.

Skills

Attention to detail

Organizational skills

Discretion with confidential info

Customer service

Communication skills

Microsoft Office Suite

Time management

Education

High school diploma or equivalent

Associate's degree preferred

Tools

Payroll systems

Timekeeping systems

Financial systems

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, Payroll & Financial Administration, provides critical operational support to ensure accurate payroll processing, effective timekeeping administration, and timely invoice management across all eight regions within the line of business. This role serves as a key liaison between field operations, Payroll, and Accounts Payable teams, ensuring compliance, accuracy, and exceptional customer service while supporting business continuity and financial controls.

The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment while maintaining confidentiality and delivering high-quality administrative support.

Job Responsibilities

Payroll Administration

• Review, edit, and process payroll transactions for associates across eight regions.
• Monitor and validate payroll data to ensure accuracy and compliance with company policies and payroll procedures.
• Track and maintain PTO, vacation, and paid leave records, providing regular reporting and follow‑up as needed.
• Partner with managers and regional teams to resolve payroll-related issues in a timely manner.
• Assist with payroll corrections, adjustments, and documentation as required.

Financial Administration

• Process invoices and support payment coordination activities across the line of business.
• Ensure invoices are submitted accurately and within required timelines.
• Maintain organized financial records and support internal audit requests when needed.

Operational Support

• Serve as a liaison between operations, Payroll, Human Resources, Finance, and Accounts Payable teams.
• Respond to payroll and invoice inquiries, providing professional and customer-focused support.
• Support special projects and other administrative initiatives as assigned.

Qualifications

• Education & Experience

  • High school diploma or equivalent required; Associate's degree preferred.
  • 2+ years of administrative, payroll, finance, human resources, or related experience preferred.
  • Experience working with payroll, timekeeping, or financial systems 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.