Executive Administrative/HR Department Job at Confidential in Manhattan

The Executive Administrative will provide high-level administrative, clerical, and HR-related support to senior leadership. This role requires exceptional organization, professionalism, and technical proficiency, particularly in Microsoft Office, PowerPoint presentation design, and ADP system usage. The ideal candidate will excel in managing complex schedules, preparing executive-level materials, maintaining confidential information, and supporting day-to-day HR processes.

Key Responsibilities

Executive Administrative Support

• Manage complex calendars, meeting coordination, and executive scheduling with a high degree of accuracy and follow-through
• Prepare, proofread, and format executive documents, correspondence, and reports
• Draft polished PowerPoint presentations and create visually appealing slides, charts, and executive-ready materials
• Organize and maintain filing systems (digital and physical), tracking documents with precision
• Serve as the primary point of contact for internal and external stakeholders on behalf of leadership
• Coordinate travel arrangements, itineraries, and expense reporting as needed

Payroll & ADP Support

• Process and maintain employee information within ADP, including updates, onboarding support, and record maintenance
• Assist with timekeeping, attendance reconciliation, and payroll-related tasks
• Support HR documentation, compliance tracking, and personnel file accuracy
• Assist with recruiting coordination: scheduling interviews, communicating with candidates, and distributing hiring materials
• Manage all administrative ADP processes including payroll, benefits administration, running reports and records maintenance.

Administrative Operations & Communications

• Coordinate departmental meetings, agendas, and follow-ups
• Prepare summary notes, action items, and track progress on assigned tasks
• Assist in maintaining office procedures, workflows, and administrative standards
• Handle confidential information discreetly and professionally

Required Skills & Qualifications

• 3–5+ years of Executive Administrative Assistant experience, preferably supporting senior-level leadership
• Strong ADP experience (HRIS updates, timekeeping, basic payroll support)
• Expert-level Microsoft Office skills, particularly PowerPoint, Word, and Excel
• Proven ability to create polished, executive-quality presentations
• Exceptional organizational skills with the ability to manage multiple priorities
• Strong written and verbal communication skills
• High level of professionalism, discretion, and confidentiality
• Experience in HR support or exposure to HR processes strongly preferred
• Ability to work in a fast-paced environment and adapt quickly