Executive Administrative Assistant at McInnis Inc. in Milford, CT

This position is onsite in Milford, CT.

DESCRIPTION:

We are seeking a highly organized and professional Executive Administrator Assistant to provide high-level administrative, operational, and executive support to leadership and executive teams. This role serves as a key liaison between internal leadership, clients, vendors, and external partners while supporting executive scheduling, onboarding coordination, contract administration, document management, payroll support, and company-wide operational initiatives.

RESPONSIBILITIES:

Executive & Administrative Support

• Manage complex calendars, appointments, meetings, and travel arrangements for executives and leadership.
• Screen, prioritize, and respond to incoming communications, correspondence, and requests.
• Prepare meeting agendas, presentations, reports, briefing materials, and follow-up action items.
• Coordinate internal and external meetings, training sessions, and company events.
• Draft, proofread, format, and distribute professional correspondence and business documents.
• Serve as a primary point of contact for executive scheduling and communications.

Operations & Client Support

• Act as a professional point of contact for clients, employees, vendors, and external partners.
• Support onboarding activities, HR operations, compliance initiatives, and administrative processes.
• Coordinate with consultants, attorneys, vendors, and clients on projects and initiatives.
• Assist with company-wide operational and strategic projects.
• Support relationship-building efforts with prospective and existing clients.
• Provide administrative and operational support across multiple departments as needed.

Contract & Lease Administration

• Maintain lease agreements, service agreements, and client contracts.
• Track renewals, expirations, amendments, approvals, and critical dates.
• Coordinate contract routing, signatures, and document retention.
• Maintain organized repositories for contracts and operational documentation.
• Coordinate with tenants, vendors, legal counsel, and leadership regarding lease and contract matters.

Documentation & Compliance

• Maintain accurate digital filing systems, document version control, and record retention practices.
• Support audits, file reviews, compliance projects, and operational initiatives.
• Maintain accurate records and documentation in compliance with company standards and applicable regulations.
• Ensure confidentiality and integrity of sensitive employee, client, and company information.

Payroll & Administrative Finance Support

• Provide administrative support related to payroll processing and payroll documentation.
• Serve as a backup resource for payroll administration when needed.
• Assist with payroll-related reporting, recordkeeping, and employee documentation.
• Support basic financial and administrative tasks, including simple account reconciliations and documentation review.
• Coordinate with finance and operational teams to ensure accurate records and timely processing.

REQUIRED QUALIFICATIONS:

• Demonstrated administrative, executive support, operations, office management, or HR support experience.
• Strong computer proficiency including Microsoft Office Suite and Microsoft 365 applications.
• Ability to prioritize tasks, manage deadlines, and effectively multi-task in a fast-paced environment.
• Strong interpersonal, organizational, and communication skills.
• Ability to work independently while taking direction effectively.
• High level of professionalism, organization, discretion, and attention to detail.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Strong customer service mindset with the ability to build positive relationships with clients, vendors, employees, and leadership.
• Reliable transportation and ability to travel locally when needed.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Strong analytical, critical thinking, and problem-solving skills.
• Exceptional attention to detail with strong follow-through and accountability.
• Ability to manage multiple projects and competing priorities while maintaining accuracy and professionalism.
• Proficiency in Microsoft Office Suite and Microsoft 365 applications, including Outlook, Excel, Word, and PowerPoint.
• Experience with HRIS, ATS, onboarding systems, JazzHR, JotForm, SmartSheet, SharePoint, POS systems, or similar platforms preferred.
• Exposure to payroll administration, bookkeeping, accounting support, or finance-related administrative functions is a plus.
• Positive, adaptable, and proactive approach to work and project management.

EDUCATION AND EXPERIENCE:

• Bachelor's degree in Business Administration, Human Resources, Communications, Paralegal Studies, Accounting, Finance, or a related field preferred. Equivalent experience will be considered.
• Experience with Microsoft 365, Excel, Outlook, Word, and PowerPoint required.
• Experience supporting executives, business operations, administrative functions, HR processes, client services, or office management preferred.
• Experience with payroll administration, bookkeeping support, account reconciliations, or similar financial administrative functions is a plus.
• Experience with HRIS, ATS, onboarding systems, JazzHR, JotForm, SmartSheet, SharePoint, POS systems, or similar platforms preferred.

TRAVEL REQUIREMENTS:

• Occasional local travel may be required to support client locations, meetings, training sessions, or operational needs.
• Travel is generally limited to day trips within a 40-mile radius, though occasional additional travel may be required.
• Employees must maintain reliable transportation.

BENEFITS

Salary: $65,000 - $70,000

• Comprehensive Health, Dental, & Vision
• Paid Time Off
• Sick Time
• Paid Holidays
• Life Insurance
• 401(k) Contributions
• Charity Matching Program

Join us in this exciting opportunity to make a meaningful impact on our talent acquisition efforts. Apply today and become an integral part of our dynamic team!

Work Location: In person

IND125