Executive Administration

Location: Milford, OH 45150
Experience: 4 7 Years
Education: Associate Degree
Pay Rate: $26 $ 31/hour

The Executive Administration position is responsible for independently performing day-to-day administrative and facility management activities while ensuring compliance with company policies, procedures, and operational standards.

Manage all aspects of facility operations, including but not limited to:

• Security coordination
• Housekeeping services
• Material movement
• Front office management
• Inventory management
• Compliance management
• Landscaping oversight
• General facility maintenance

• Ensure smooth and efficient cafeteria operations through daily monitoring and compliance checks.
• Ensure all required permits and approvals are maintained for uninterrupted operations.

Coordinate and support client visits and executive meetings, including:

• Receiving clients and visitors.
• Ensuring conference rooms and meeting spaces are prepared and ready.
• Arranging hospitality services in coordination with office leadership and business stakeholders.

Support physical security operations, including:

• Monitoring security and access control systems.
• Reviewing CCTV coverage and reports.
• Managing electronic access permissions, including assigning and revoking access.
• Reconciling access data and generating security reports.
• Ensuring compliance with information security and workplace security policies.

• Procure office supplies and breakroom essentials in a timely manner.
• Monitor inventory levels and ensure regular replenishment of supplies.

• Coordinate procurement activities while adhering to company purchasing policies and procedures.
• Support vendor management, negotiations, purchase requisitions, and payment processing activities.

• Maintain audit readiness and support internal and external audits.
• Ensure compliance with applicable statutory requirements, building regulations, and workplace standards.
• Support compliance with Health, Safety, and Environmental (HSE) guidelines.
• Maintain required HSE records and documentation.
• Conduct fire safety and health and safety briefings and drills as required.

• Review and submit reports, including daily reports, monthly administration reports, preventive maintenance reports, seat occupancy reports, security drill reports, and other required documentation.
• Maintain and update important operational documents and records in a timely manner.

• Welcome clients, guests, and visitors at the front desk.
• Coordinate travel, transportation, accommodation, and event arrangements for visitors as needed.
• Receive and dispatch packages through Fed Ex, UPS, DHL, and other courier services.
• Manage incoming and outgoing mail distribution.
• Maintain conference room schedules and ensure meeting spaces are clean and ready for use.
• Order and manage office supplies, pantry items, copier supplies, and related inventory.
• Coordinate maintenance activities and liaise with building management as required.
• Maintain seat occupancy and workspace utilization records.
• Create and process shipping label requests.
• Coordinate internal and external events as requested by leadership.
• Support billing activities and other administrative duties assigned by management.
• Be present onsite during working hours to ensure effective administration of the facility.
• Perform additional administrative responsibilities as assigned.

• Basic knowledge of Health, Safety, and Environmental (HSE) guidelines.
• Basic understanding of landscaping management, HVAC systems, fire alarm systems, access control systems, and CCTV operations.

• Associate Degree required.
• 4 7 years of experience in an administrative role supporting a medium-sized facility (100+ employees preferred).
• Excellent written and verbal English communication skills.
• Proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint.
• Knowledge of office administration and basic procurement processes for office and pantry supplies.
• Strong interpersonal skills with the ability to work effectively in a multicultural environment.
• Excellent organizational, planning, analytical, and problem-solving abilities.
• Demonstrated ability to make sound and timely decisions.
• Self-motivated, proactive, adaptable, and professional.
• Ability to multitask and manage competing priorities.
• Must be accessible by phone for urgent facility-related matters.
• Flexibility to work outside normal business hours when required.