Executive Office Administrator

Executive Office Administrator

Support Leadership. Strengthen Operations. Keep the Business Moving.

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.

Executive & Leadership Support

• 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

Administrative & Office Leadership

• 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

Financial & Accounting Administration

• 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

Operations & Branch Support

• 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

Customer & Vendor Relations

• 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

Human Resources & Employee Administration

• 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

Snow & Seasonal Operations Support

During snow and other high-demand seasonal events, provide administrative support to leadership and operations, including:

• Tracking labor, equipment, materials, and operational activity
• Compiling information necessary for customer billing
• Maintaining accurate event documentation
• Supporting employee and subcontractor administrative needs
• Coordinating communications during major weather events
• Assisting leadership with post-event reporting and documentation

What We're Looking For

We're looking for an Executive Administrator who thinks beyond the task list. You should be someone who naturally takes ownership, anticipates what needs to happen next, and can confidently operate in a role where priorities can change quickly.

The ideal candidate is:

• Highly organized with exceptional attention to detail
• Proactive, resourceful, and comfortable taking initiative
• Professional and confident when communicating with executives, employees, customers, and vendors
• Able to manage confidential and sensitive information with discretion
• Comfortable managing multiple priorities and deadlines
• A strong problem-solver who looks for solutions rather than simply identifying problems
• Comfortable working independently while also collaborating across departments
• Highly dependable and accountable
• Comfortable working in a fast-paced, seasonal business environment
• Technologically capable and interested in finding ways to improve processes
• A positive team member who enjoys supporting others and making the organization better

Qualifications

• Associate's degree in Business Administration, Accounting, Office Administration, or a related field preferred; equivalent experience will be considered
• 3–5+ years of administrative, executive administrative, office management, operations, or business support experience
• Experience supporting senior leadership or executives preferred
• Experience in landscaping, construction, snow management, facilities, property services, or another service-based industry is a plus
• Strong proficiency with Microsoft Office, including Excel, Word, Outlook, and Teams
• Experience with accounting, ERP, CRM, or business management software
• Strong written and verbal communication skills
• Ability to handle confidential information with discretion
• Strong organizational, time-management, and follow-through skills
• Experience with payroll, AP/AR, invoicing, or financial administration preferred
• Experience with HR administration and employee records preferred
• Experience with CRM, ERP, or landscape management software is a plus
• Interest in AI tools, automation, and emerging business technologies is a plus

Why Join Our Team?

We believe great organizations are built by great people — and exceptional administrative leadership is critical to that success.

As our Executive Administrator, you will have the opportunity to become a trusted partner to leadership and play an important role in the continued growth and success of the organization.

What You'll Enjoy

• Stable, full-time career opportunity
• Direct interaction with company and branch leadership
• A highly visible role with meaningful responsibility
• Diverse responsibilities that keep every day interesting
• Opportunity to improve processes and implement new ideas
• Supportive and collaborative leadership