Executive Administrative Partner

Title

Executive Administrative Partner

Executive Administration

Reports to

President or equivalent position

Position Overview

We seek a highly organized and proactive Executive Administrative Partner to support our President in managing day-to-day administrative tasks, scheduling, and strategic coordination. This role will act as a key liaison for the President, ensuring seamless scheduling, follow-ups, and workflow optimization. The ideal candidate is detail-oriented, resourceful, and able to anticipate needs while bringing a creative and strategic mindset to the role.

This position requires a hybrid work arrangement, with occasional in-office presence in Tinley Park, IL, and the flexibility to work remotely. Since the President is based in Florida, strong communication via video calls and virtual collaboration will be essential.

What We're Obsessive About

• Efficiency & Organization: We take pride in keeping our workplace running smoothly and efficiently, ensuring leaders and employees can focus on their work without distractions.
• Proactive Problem Solving: Anticipating needs before they arise, streamlining processes, and bringing strategic solutions that improve business operations.
• Team Collaboration & Culture: We believe in fostering a positive and welcoming environment where employees feel supported, engaged, and set up for success.
• Service-Oriented Mindset: Whether assisting the president or the occasional executive leadership with scheduling or team meetings, we always strive to deliver the best experience for our teams.
  
  

Duties And Responsibilities

• Executive Support & Coordination
• Maintain and manage the president’s daily schedule and meeting arrangements.
• Prepare and Submit expense reports in a timely and organized manner.
• Reviewing the executive’s submitted expense reports and approvals for the president.
• Serve as a key point of contact, taking meeting notes and ensuring action items are captured and followed up on.
• Proactively review the President’s calendar, anticipating upcoming needs and conflicts.

• Strategic & Creative Collaboration
• Assist in brainstorming, ideation, and strategic discussions with the president, providing insights and organizing key takeaways.
• Help structure and refine presentations, talking points, and documents.
• Take initiative in identifying opportunities to improve workflow, optimize scheduling, and enhance efficiency.

• General Administrative & Personal Support
• Handle occasional personal errands or tasks as needed.
• Maintain organization of files, documents, and correspondence.
• Could also serve as a mentor to other administrative functions as necessary.
  

Qualifications

• 4+ years of experience as an executive assistant, administrative coordinator, or similar role supporting senior leaders within an organization.
• Strong organizational skills, time management, and attention to detail.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and virtual collaboration tools (Teams).
• Excellent communication skills with the ability to interact professionally with senior executives.
• Creative and strategic thinker, able to anticipate needs and take initiative.
• Comfortable with hybrid work and remote executive support.
• Ability to handle sensitive and confidential information with discretion. Confidentiality and maintaining a level of autonomy are key in this role.
  
  

Travel Component

• Occasionally, you may be required to travel with the executive team, but this may be minimal. Less than 10%
  
  

Working Conditions

• Extensive desk-based work, including prolonged periods of computer use and administrative tasks.
• Frequent interaction with team members, leadership, vendors, and external contacts.
• Occasional physical tasks such as lifting office supplies, deliveries, or meeting materials (up to 25 lbs).
  
  

Job Classification

• Exempt
  
  

At Payroc we are committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions are based on business needs, job requirements and individuals’ qualifications without regard to race, color, religion, national social or ethnic origin, sex, age, physical, mental, or sensory disability, sexual orientation or any other status protected by the laws regulation in the location we operate. Payroc does not tolerate discrimination or harassment based on any of these characteristics.

Payroc is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation, contact Human Resources Department at [email protected]