Position: Chief Executive Administrator
Location: Greenwich, CT (On-Site) - Company values collaboration/in-person teamwork while fostering a flexible, family-first culture, supporting staff when personal needs arise.
Schedule: On-site - This position is expected to maintain a minimum 40-hour work week, with additional hours occasionally required during peak winter operations.
Due to the seasonal nature of the business, availability during winter weather events is important to support business operations and customer needs.
(Mon-Fri) 8am-430pm (minimum of 40 hours per week, as leadership typically works between 40-50 hours per week depending on time of year)
Westmore Fuel embraces a family-first culture and understands that life happens. Leadership provides flexibility when personal or family situations arise, including occasional remote work arrangements when appropriate.
$100,000 - $120,000 a year
Pay: 100-120K -Role offers significant growth potential w/ compensation expected to increase as individual assumes expanded responsibilities across finance, ops, and other business functions.
Benefits: Health/Dental/Vision Insurance, PTO and Paid Holidays, Company-Sponsored Profit-Sharing Retirement Plan (100% employer-funded contributions)
Position Summary
Our Client is seeking a highly organized, business-minded, and proactive Chief Executive Administrator to serve as a strategic partner to company leadership. This newly created position offers a unique opportunity to become a trusted extension of the Vice President and play a critical role in the daily management and long-term success of the organization.
The ideal candidate will initially assume ownership of all Human Resources, payroll, benefits administration, and employee-related functions while serving as a trusted administrative partner to company leadership.
As the individual develops a deeper understanding of the business, the role will expand to include increasing involvement in operational oversight, financial reporting, business analysis, regulatory compliance, and strategic company initiatives.
This is an opportunity for a high-caliber professional who thrives in a fast-paced environment, enjoys wearing multiple hats, and wants to become a key contributor within a growing family-owned organization.
Career Growth Opportunity
This position is designed as a long-term leadership development opportunity within the Business.
During the first 6-12 months, the primary focus will be Human Resources, payroll administration, employee relations, benefits management, and executive support.
As individual gains knowledge of the business and industry, responsibilities may expand to include:
- Financial reporting and business analysis
- Cash flow and budget support
- Operational planning and process improvement
- Regulatory and compliance oversight
- Vendor and partner management
- Leadership of strategic projects
- Potential personnel management responsibilities
This role offers a unique opportunity to become a trusted business partner to company leadership and contribute to the long-term growth and success of the organization.
Key Responsibilities
Executive Partnership & Administration
- Serve as a trusted right-hand partner to executive leadership.
- Assist with daily business management and strategic initiatives.
- Coordinate executive priorities, projects, communications, administrative activities.
- Support leadership with planning, reporting, and organizational initiatives.
- Maintain confidentiality regarding sensitive business and employee information.
- Assist with special projects and long-term business objectives.
Human Resources Leadership
- Manage all aspects of Human Resources administration.
- Coordinate employee onboarding and offboarding processes.
- Administer employee benefits programs.
- Lead annual health insurance renewals and open enrollment processes.
- Serve as the primary contact for employee relations matters.
- Support recruiting, interviewing, hiring coordination, and candidate onboarding.
- Assist with performance management processes.
- Ensure compliance with employment laws, policies, and internal procedures.
- Maintain employee records and HR documentation.
- Partner with leadership on workforce planning and organizational development.
Payroll & Benefits Administration
- Oversee all payroll operations from onboarding through payroll processing.
- Collect, verify, and submit weekly payroll information.
- Coordinate with third-party payroll providers.
- Manage employee payroll records and reporting.
- Assist with payroll audits, tax-related documentation, and compliance requirements.
- Serve as the primary liaison for benefits providers and payroll partners.
Finance & Business Support (Progressive Responsibility)
- Support financial reporting and operational analysis.
- Learn and support budgeting, cost analysis, and business reporting activities as role responsibilities expand.
- Monitor daily fuel costing and margin reporting.
- Support hedging cost tracking and reporting.
- Partner with bookkeeping and accounting resources to gain familiarity with company financial processes.
- Assist in the development and improvement of financial processes.
- Assist preparation of reports/business metrics used in executive decision making.
- Participate in special financial and operational projects.
Operations & Compliance
- Develop familiarity with company regulatory programs - gradually assume increasing responsibility for compliance tracking and administrative coordination.
- Coordinate initiatives involving wholesale terminal operations.
- Support operational planning initiatives and identify opportunities to improve business processes over time.
- Lead and coordinate company projects, including facility and infrastructure initiatives.
- Help ensure business continuity during peak operational periods.
- Work cross-functionally with office, customer service, and field operations teams.
- Identify opportunities to improve efficiency and organizational effectiveness.
Leadership & Organizational Development
- Develop a deep understanding of all aspects of the business.
- Build relationships across departments and functions.
- Provide backup support for key operational activities.
- Help drive a culture of accountability, teamwork, and continuous improvement.
- Potentially assume management responsibilities as the role evolves.
- Gain a working understanding of all key business functions, including operations, finance, compliance, customer service, and administration. Progressively assume additional business management responsibilities as knowledge/experience within the organization increase.
Qualifications
Required
- 3+ years of experience supporting executives, owners, or senior business leaders.
- Experience within a small business, entrepreneurial environment, or family-owned organization.
- Strong administrative, organizational, and project management skills.
- Experience with HR administration and payroll management.
- Excellent written and verbal communication skills.
- Strong attention to detail and ability to manage multiple priorities simultaneously.
- High level of professionalism, discretion, and integrity.
- Proficiency with Microsoft 365, including advanced Excel capabilities.
- Ability to operate independently while collaborating effectively with leadership and team members.
Preferred
- Bachelor's degree preferred.
- Experience working within multi-generational family-owned businesses.
- Exposure to accounting, bookkeeping, AP/AR, budgeting, or financial reporting.
- Experience with multi-state payroll, tax, or regulatory environments.
- Experience with QuickBooks and/or HRIS systems.
- Familiarity with Arcoro, CBIZ, or comparable payroll/HR platforms.
- Bilingual English/Spanish skills.
- Athletic background demonstrates teamwork, accountability, and competitiveness.
