Administrative Manager

US Citizen and GC holders

Reports to: Chief Operating Officer (COO)

Job Overview:

We are seeking a proactive and detail-oriented Executive Assistant to provide comprehensive administrative support to the COO and President. This role involves managing schedules, coordinating meetings, handling expense reports, overseeing human resources functions, and performing office management tasks. The ideal candidate will be highly organized, capable of handling multiple responsibilities, and thrive in a fast-paced, entrepreneurial environment.

Key Responsibilities:

• Manage calendars, meetings, conference calls, and board meetings for the COO and President.
• Process expense reports for COO and President.
• Arrange detailed itineraries for domestic and international travel.
• Oversee conference room management and meeting scheduling.
• Handle Human Resources functions, including employee onboarding/offboarding, healthcare administration, 401k enrollments, and compliance documentation.
• Track vacation, CT Family medical leave, and employee files (electronic and paper).
• Maintain the employee handbook, procedures, and employment compliance.
• Manage corporate insurance policies, including audits and renewals.
• Oversee workman’s compensation renewal and audit.
• Assist with quarterly and annual census reporting.
• Manage office supplies, kitchen orders, and employee events (birthdays, work anniversaries, company parties).
• Monitor and manage office budget, including shipping, equipment leases, and other expenses.
• Provide administrative support to help executive teams with reporting needs.

Key Qualifications:

• Bachelor’s degree in business, Management, or Communications.
• 3-5 years of executive administrative experience, ideally in an entrepreneurial environment.
• 3-5 years of experience managing private company Human Resources and Employee Benefits programs.
• Exceptional organizational skills with the ability to multitask effectively.
• Excellent communication and interpersonal skills.
• Strong analytical and problem-solving abilities.
• Independent and collaborative work skills, with the ability to manage cross-functional teams.
• Proficient in Microsoft Office (Excel, Word, PowerPoint) with an aptitude for learning new software.
• NetSuite experience is a plus but not required.