Regional Executive Assistant - Hybrid

Aramark; Philadelphia (Philadelphia County); On-site; USD 70,000 - 90,000; Full time

Job summary

Aramark in the United States seeks a seasoned administrative, project and operations support professional to assist Workplace Regions leadership. You will coordinate calendars, meetings, events and cross-functional initiatives from planning through follow-up, turning complex information into clear plans and polished materials.

You will create executive communications, reports and resources, manage travel and agendas, and liaise across regional teams, vendors and clients to drive critical

Qualifications

• Bachelor's degree or equivalent professional experience is preferred.
• Experience supporting senior leaders and coordinating projects, meetings, events or communications in a fast-paced environment.
• Strong writing, organization, stakeholder management, judgment, attention to detail and follow-through.
• Proficiency with the Microsoft 365 suite; experience with Salesforce, Concur, Egencia, Smartsheet, Power BI or similar systems is beneficial.
• Facilities management, regional operations, vendor management or complex B2B service experience is preferred.

Responsibilities

• Manage complex calendars, meeting requests, travel, shifting priorities and confidential matters for senior leaders.
• Prepare leaders for meetings, site visits and business reviews by coordinating agendas, pre-reads, presenters, decisions and follow-up.
• Serve as a liaison across regional teams, field leaders, support functions, clients, vendors and external partners.
• Maintain trackers and summarize open actions, risks, decisions and upcoming milestones.
• Coordinate regional projects from planning through execution using timelines, owners, deliverables, milestones and risks escalation.
• Plan leadership meetings, Town Halls, training, onboarding and other events from initial concept through post-event follow-up.
• Manage venues, hotel blocks, travel, food and beverage, audiovisual needs, room setup, supplies and attendee communications.
• Build agendas, assign session owners and coordinate presenters, timing, deadlines, reviews and final materials.
• Create run-of-show documents, briefings and attendee resources; convert meetings and requests into action plans with clear ownership and next steps.
• Draft and edit executive communications, business updates, summaries, presentations, one-pagers and follow-up messages.
• Synthesize operational, financial, people, safety and client information into concise leadership reporting and recommendations.
• Manage contributor outreach, deadlines, approvals, version control, distribution and feedback analysis.
• Create workflows, SOPs, templates, job aids and centralized resources in Teams, SharePoint, Smartsheet or similar platforms.
• Use Microsoft 365, Copilot and other digital tools to improve meeting preparation, reporting, analysis and knowledge management.

Skills

Executive partnership

Calendar management

Project coordination

Meeting management

Agenda creation

Deliverable tracking

Leadership communications

Process improvement

AI and digital enablement

Judgment and confidentiality

Education

Bachelor's degree or equivalent professional experience

Tools

Microsoft 365

Salesforce

Concur

Egencia

Smartsheet

Power BI

Job description

Job Description

Provides administrative, project and operational support to Workplace Regions leadership. The role has grown beyond traditional executive support to coordinate meetings, events, communications and cross-functional initiatives from planning through follow-up, turning complex information into clear plans, polished materials and accessible resources.

Job Responsibilities

Administrative Support

• Manage complex calendars, meeting requests, travel, shifting priorities and confidential matters for senior leaders.
• Prepare leaders for meetings, site visits and business reviews by coordinating agendas, pre-reads, presenters, decisions and follow-up.
• Serve as a liaison across regional teams, field leaders, support functions, clients, vendors and external partners.
• Maintain trackers and summarize open actions, risks, decisions and upcoming milestones.

Project, Meeting and Event Coordination

• Coordinate regional projects from planning through execution using timelines, owners, deliverables, milestones and risks escalation.
• Plan leadership meetings, Town Halls, training, onboarding and other events from initial concept through post-event follow-up.
• Manage venues, hotel blocks, travel, food and beverage, audiovisual needs, room setup, supplies and attendee communications.
• Build agendas, assign session owners and coordinate presenters, timing, deadlines, reviews and final materials.
• Create run-of-show documents, briefings and attendee resources; convert meetings and requests into action plans with clear ownership and next steps.

Communications, Process and Digital Enablement

• Draft and edit executive communications, business updates, summaries, presentations, one-pagers and follow-up messages.
• Synthesize operational, financial, people, safety and client information into concise leadership reporting and recommendations.
• Manage contributor outreach, deadlines, approvals, version control, distribution and feedback analysis.
• Create workflows, SOPs, templates, job aids and centralized resources in Teams, SharePoint, Smartsheet or similar platforms.
• Use Microsoft 365, Copilot and other digital tools to improve meeting preparation, reporting, analysis and knowledge management.

Qualifications

• Bachelor's degree or equivalent professional experience is preffered.

• Experience supporting senior leaders and coordinating projects, meetings, events or communications in a fast-paced environment.

• Strong writing, organization, stakeholder management, judgment, attention to detail and follow-through.

• Proficiency with the Microsoft 365 suite; experience with Salesforce, Concur, Egencia, Smartsheet, Power BI or similar systems is beneficial.

• Facilities management, regional operations, vendor management or complex B2B service experience is preferred.

Core Competencies

Executive partnership - Calendar management - Project coordination - Meeting and event management - Agenda creation - Deliverable tracking - Leadership communications - Process improvement - AI and digital enablement - Judgment and confidentiality

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.