Executive Assistant

Aramark•Philadelphia, PA

21d•Remote

About The Position

The Executive Administrative Assistant provides advanced administrative support to the President of the Refreshment Services Line of Business. This role is responsible for managing complex scheduling, coordinating leadership routines, and ensuring efficient execution of day-to-day operations. Operating with a high level of independence, this role serves as a key coordinator across the leadership team, helping to ensure alignment, organization, and follow-through on priorities while maintaining excellence in core administrative responsibilities. The ideal candidate brings strong organizational capability, sound judgment, and the ability to proactively manage competing priorities in a fast-paced environment.

Requirements

Act as a connector across the leadership team for alignment.
Coordinate with other administrative professionals for seamless support.
Identify scheduling conflicts and dependencies.
Support special projects as needed.

Responsibilities

Manage a complex and dynamic calendar, independently prioritizing scheduling requests based on business needs.
Anticipate scheduling conflicts and proactively resolve them with minimal direction.
Coordinate meetings with internal and external stakeholders ensuring alignment and preparation time.
Ensure calendar entries are complete and accurate with all logistical details.
Coordinate leadership team meetings and recurring business cadences.
Partner with stakeholders to gather materials and ensure timely distribution.
Track follow-ups and action items with reminders.
Support planning and logistics for offsites and key events.
Coordinate domestic and complex travel arrangements and itineraries.
Ensure travel plans are efficient and aligned with company policies.
Manage expense reporting with accuracy and timeliness.
Anticipate travel needs and adjustments.
Manage payroll and timekeeping for 150+ team members
Pay invoices and handle TJVs
Update the FDA Registrations for our Market Centers every two years.
RSG Cashless updates uploaded to the Cantaloupe website daily / weekly
Update the Market Center Directory as needed
Update email distribution lists as needed
Point of contact for HQ office including floor plan assignments, HQ access requests, and badge requests
Ordering of supplies
Serve as a point of contact for administrative coordination.
Screen and triage communications and escalate as needed.
Prepare and edit documents and presentations.
Maintain organized records and confidentiality.
Act as a connector across the leadership team for alignment.
Coordinate with other administrative professionals for seamless support.
Identify scheduling conflicts and dependencies.
Support special projects as needed.