Executive Office Administrator

Are you a highly organized, proactive professional who thrives in a fast-paced environment and enjoys being the person who makes everything work behind the scenes?

We are looking for an Executive Administrator to serve as a key administrative partner to branch leadership and a central resource for the organization. This position goes well beyond traditional office administration. You will help coordinate people, information, finances, customers, vendors, and operational priorities while providing critical support to the leadership team.

The ideal candidate is a confident communicator, exceptional organizer, and resourceful problem-solver who can anticipate needs, manage competing priorities, protect confidential information, and keep important initiatives moving forward.

This is a highly visible position with the opportunity to make a meaningful impact on the efficiency, professionalism, and growth of the organization.

As our Executive Administrator, you will work closely with branch and senior leadership while coordinating administrative, financial, customer, human resources, and operational functions.

You will serve as a trusted administrative partner and a central point of communication between leadership, employees, customers, vendors, and internal departments.

• Provide day-to-day administrative support to branch and executive leadership
• Manage calendars, meetings, appointments, and leadership schedules
• Prepare meeting agendas, reports, presentations, and other executive materials
• Coordinate leadership meetings and follow up on action items
• Maintain confidential business, employee, financial, and customer information
• Prepare correspondence, communications, and internal documentation
• Help leadership stay organized, informed, and focused on high-priority initiatives
• Track important deadlines, commitments, and follow-up items
• Assist with special projects and strategic initiatives as assigned
• Identify administrative needs and proactively develop solutions before issues arise

• Oversee the daily administrative functions of the branch
• Establish and maintain organized digital and paper filing systems
• Develop and maintain administrative processes, procedures, and documentation
• Coordinate office supplies, equipment, vendors, and service providers
• Manage incoming calls, correspondence, and general office communications
• Welcome customers, visitors, vendors, and business partners professionally
• Coordinate branch meetings, events, and internal communications
• Help ensure the office operates in a professional, organized, and efficient manner

• Support Accounts Payable and Accounts Receivable processes
• Review and process vendor invoices and purchase orders
• Prepare deposits and reconcile receipts
• Track outstanding invoices and assist with collections
• Support customer billing and payment processing
• Assist with payroll preparation and timekeeping administration
• Process employee expense reports and related documentation
• Maintain accurate financial and administrative records
• Prepare routine financial and operational reports for leadership
• Work closely with accounting and leadership to identify discrepancies and resolve issues

• Maintain project, contract, customer, and work order documentation
• Assist leadership with operational reporting and administrative tracking
• Coordinate documentation between office and field operations
• Verify job completion information and maintain accurate records
• Track equipment documentation, licenses, registrations, and maintenance records
• Assist with purchasing, vendor coordination, and material documentation
• Support seasonal operational planning and administrative requirements
• Help ensure branch processes are completed accurately and on schedule

• Serve as a professional point of contact for customers, vendors, and business partners
• Respond to inquiries and coordinate timely follow-up
• Assist with new customer setup, contracts, renewals, and account documentation
• Help resolve customer concerns and escalate issues when appropriate
• Maintain accurate customer records and communications
• Build positive relationships with vendors and service providers
• Represent the organization professionally in all communications

• Coordinate employee onboarding and employment documentation
• Maintain confidential personnel files and employee records
• Assist with recruiting, interview scheduling, and candidate communication
• Coordinate new-hire orientation and onboarding activities
• Track employee certifications, licenses, training, and compliance requirements
• Assist with payroll and employee timekeeping administration
• Support employee communications and company events
• Partner with leadership on administrative HR initiatives

During snow and other…