Executive Administrative Assistant

Job Description

The Executive Assistant to the COO will be an organized, self-starter with exceptional business acumen and strong analytical, organizational and communications skills. The right candidate will lead with hospitality and represent Aramark’s values in their interactions both internally and externally to the organization while remaining composed, professional, and positive in the face of pressure or challenges.

It will be critical to possess the ability to multi-task and meet time-sensitive deadlines. This role will effectively navigate a matrix environment to drive the productivity of the executive. Responsibilities may be administrative in nature or project based. Strong analytical skills and excellent time management skills together with advanced Microsoft Office skills are required.

An in-person presence is crucial for constructive collaboration and team synergy. The role is based in our Philadelphia Headquarters with an expectation of 4 days per week in the office.

Job Responsibilities

• Proactively manage a complex calendar to accommodate shifting priorities. Independently schedule appointments including conference calls and video conferences.
• Coordinate events including team meetings and offsite meetings, develop meeting agendas, and track ongoing action items to ensure their completion.
• Compose and prepare confidential correspondence, reports, and other complex documents.
• Creates presentations, agendas, and schedules using Word, PowerPoint, and Excel.
• Arrange travel plans, including international travel, and compile itineraries for travel-related meetings.
• Complete and submit expense reports promptly and manage event requests, invoices, and related processes, as needed.
• Demonstrates superior communication and organizational skills, able to work independently yet as part of a team within the organization and with other administrative and functional staff.
• Exercise sound judgment in all situations, especially when handling confidential matters.
• Professional in all dealings with clients, vendors, Aramark employees, and Board members.
• Effectively prioritize workload and work under minimal supervision, perform multiple tasks simultaneously and communicate with employees from entry level to executive.
• Perform other duties as required or assigned within the scope of the activities above.

At Aramark, developing new skills and doing what it takes to get the job done make a positive impact for our employees and for our customers. In order to meet our commitments, job duties may change or new ones may be assigned without formal notice.

Knowledge and Skills

 

• Superior complex calendar management skills.
• Advanced level skills in PowerPoint and all other aspects of MS Office Suite (Excel, Word, Outlook, Teams).
• Ability to work independently, handle multiple tasks simultaneously and manage one’s own time appropriately given changing priorities.
• Demonstrate the ability to act in a professional yet warm manner and maintain competency in a fast paced, demanding work environment.
• Must have initiative and decision-making skills with the ability to make judgment calls to determine the correct action or approach in non-routine assignments and projects.
• Excellent written and verbal communication skills; highly refined ability to use discretion regarding confidential information.

Requirements

• High School Diploma (required), bachelor's degree a plus.
• Minimum of 8 years administrative experience, with 4+ plus years supporting an executive level leader.
• Experience bookin