Executive Assistant / Business Operations Administrator

**Monday–Friday, 9:00 AM–6:00 PM Hybrid: 3 days in office / 2 remote**

We are seeking a highly organized and proactive Executive Assistant / Business Operations Administrator to provide direct support to a Senior Vice President of Operations while helping coordinate key operational initiatives.

This is a newly created role for someone who enjoys building structure, solving problems, and staying several steps ahead. The ideal candidate is resourceful, detail-oriented, and comfortable working in a fast-paced, high-volume environment.

Key Responsibilities

• Provide direct administrative and organizational support to the Senior Vice President of Operations, including calendar management, correspondence, meetings, reporting, and follow-up.
• Anticipate leadership needs and proactively manage priorities, deadlines, and special projects.
• Coordinate the company’s vehicle fleet program , partnering with Accounting, Risk Management, and Operations on vehicle assignments, registrations, maintenance, insurance, inspections, and related documentation.
• Maintain accurate fleet records and track expenses, compliance requirements, and upcoming needs.
• Support Area Managers and operational teams with administrative and project-related needs.
• Track operational workflows, work orders, deadlines, and deliverables to ensure timely completion.
• Partner with Billing and A/R to help ensure accurate charge capture and resolution of issues.
• Identify process gaps and recommend solutions to improve efficiency and organization.
• Serve as a liaison between Operations and other corporate departments.

Qualifications

• 3–5+ years of experience in Executive Assistant, Administrative, Business Operations, or Operations Coordinator roles.
• Experience supporting senior leadership strongly preferred.
• Experience with fleet management, logistics, facilities, property management, hospitality, healthcare, or another service-driven environment is a plus.
• Highly organized, proactive, resourceful, and able to work independently.
• Strong problem-solving, communication, and follow-through skills.
• Excellent proficiency with Microsoft Office, particularly Excel, Outlook, Word, and PowerPoint .
• Comfortable learning new technology and business systems.
• Bachelor’s degree preferred.
• Bilingual Spanish/English is a plus.

We’re looking for someone who takes ownership, anticipates what needs to be done, and thrives in a fast-moving environment.

Note: Qualified candidates will be contacted within 2 business days of application. If an applicant does not meet the above criteria, we will keep your resume on file for future opportunities and may contact you for further discussion.

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PHILLYAFT