Executive Assistant Job at Aramark (Philadelphia)

Job Description

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

Job Responsibility

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

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

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Executive Assistant

Job Description

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