Executive Operations Administrator

Description

Spirit Electronics is a veteran-owned, woman-owned value-added supplier of high-reliability components, engineering services, and superior supply chain solutions. With a history rooted in serving the military and space industries, Spirit strives to be a valued partner to key technology sectors. As an award-winning distributor, Spirit delivers authorized products and a range of value-added services, including SMI/VMI, foundry access, electrical and environmental testing, design, assembly, and end-of-life management.

Position Summary

Spirit Electronics is seeking a highly organized, detail-oriented, and proactive Executive Operations Administrator to oversee critical administrative and operational functions across the organization. This multifaceted position combines responsibilities in payroll administration, employee benefits, human resources coordination, facilities management, and executive-level administrative support to the CEO.

The ideal candidate is a versatile professional capable of managing multiple priorities, handling confidential information with discretion, and ensuring efficient day-to-day operations. This individual will serve as a key liaison between executive leadership, employees, external vendors, and service providers while supporting the company’s operational effectiveness, employee experience, and organizational objectives.

1. Payroll Administration

· Manage and coordinate payroll processing, ensuring timely and accurate employee compensation (Paylocity experience a plus)

· Review and reconcile timecards, attendance, overtime, PTO, and payroll adjustments.

· Maintain records of compensation changes, deductions, bonuses, commissions, and reimbursements.

· Coordinate with payroll service providers to resolve discrepancies.

· Support compliance with federal and state wage and hour regulations.

· Process payroll-related new hires, terminations, promotions, and salary adjustments.

· Assist with payroll reporting, audits, year-end reconciliations, and tax documentation.

· Maintain confidentiality and respond to employee payroll inquiries.

2. Employee Benefits Coordination

· Coordinate medical, dental, vision, life insurance, disability, and retirement benefit programs.

· Facilitate enrollment, annual open enrollment, and qualifying life event changes.

· Liaise with employees, brokers, benefits administrators, and third-party providers.

· Maintain benefits records and coordinate eligibility updates.

· Assist employees with benefits questions, enrollment procedures, and plan information.

· Coordinate new-hire benefits orientations and enrollment deadlines.

· Support annual renewals, plan evaluations, and employee communications.

· Coordinate retirement contributions and assist with compliance reporting and documentation.

3. Human Resources Coordination

· Support onboarding, offboarding, and personnel administration.

· Coordinate pre-employment screening, background checks, employment verification, and documentation.

· Maintain accurate, confidential personnel files and HR records.

· Prepare employee status changes, compensation adjustments, promotions, transfers, and terminations.

· Support job postings, candidate communications, interview scheduling, and offer letters.

· Coordinate orientation and completion of required new-hire documentation.

· Assist with company policy communications and employee handbook updates.

· Track attendance, PTO, leave requests, and employment milestones.

· Coordinate performance review schedules and maintain related records.

· Liaise with employees, management, and external HR providers.

· Support employee engagement, recognition, events, and workplace culture.

· Assist with HR compliance, reporting, and audits.

4. Executive Assistant to the CEO

· Provide high-level administrative and operational support to the CEO.

· Manage the CEO’s calendar, appointments, meetings, and scheduling priorities.

· Arrange travel, accommodations, transportation, and itineraries.

· Prepare executive correspondence, presentations, reports, and confidential materials.

· Coordinate executive meetings, leadership discussions, and company communications.

· Liaise with internal departments, business partners, and vendors.

· Track executive deadlines, priorities, and action items.

· Support strategic projects and special assignments directed by the CEO.

· Coordinate administrative expenditure 

· Exercise discretion with sensitive business, personnel, and financial information.

· Anticipate executive needs and proactively resolve conflicts.

· Oversee the facilities operations in coordination with Office Manager

Requirements

· Bachelor’s degree in Business Administration, Human Resources, Accounting, Management, or related field preferred; equivalent experience considered.

· Minimum five years of progressive experience in executive administration, HR, payroll, or business operations.

· Experience administering payroll and coordinating employee benefits.

· Experience supporting C-suite executives or senior leadership.

· Working knowledge of federal and Arizona employment regulations, payroll, and HR administration.

· Proficiency in Microsoft Outlook, Excel, and Word

· Experience with HRIS, payroll, and benefits platforms.

· Excellent written and verbal communication and organizational skills.

· Ability to manage competing priorities and handle confidential information.

· Strong problem-solving skills, attention to detail, and independent judgment.

Preferred Qualifications

· Experience working with outsourced HR, payroll, and benefits providers.

· Familiarity with payroll reconciliations, compensation, and retirement plan coordination.

· Facilities operations and vendor management experience.

· SHRM-CP, PHR, FPC, or CPP certification.

· Experience supporting organizational growth and process improvement.

Key Competencies

· Confidentiality & Professionalism: Protects sensitive employee and executive information.

· Organization & Time Management: Balances multiple operational functions.

· Attention to Detail: Ensures accurate payroll, benefits, HR, and executive records.

· Initiative & Accountability: Identifies needs and follows through.

· Adaptability: Responds to changing business priorities.

· Communication & Collaboration: Builds effective working relationships.

· Problem-Solving: Uses sound judgment.

· Service Orientation: Provides responsive, professional support.

Position Expectations

This position requires an individual who can independently manage a diverse workload while maintaining accuracy, confidentiality, and professionalism. The successful candidate must be comfortable transitioning between detailed administrative tasks, employee-facing responsibilities, operational coordination, and high-level executive support. The role requires consistent on-site presence, strong follow-through, and the ability to anticipate organizational needs in a fast-paced business environment.

Additional Duties

This job description provides an overview of primary responsibilities and is not an exhaustive list. Additional duties may be assigned based on the evolving needs of Spirit Electronics.