Executive Administrator - Golden Valley - Orion Associates

Description

About the Organization
Orion Associates is a management services company supporting mission-driven human services organizations, including Meridian Services, Orion ISO, and Zenith Services. Our organizations operate across multiple entities and states, requiring strong operational leadership, coordination, and compliance.
We have served individuals and families for more than 20 years and are proud to be recognized as a Minnesota Business Top 100 Best Companies to Work For.
Executive Administrator of Payroll Operations
Orion Associates / Meridian Services / Zenith Services
Location: Golden Valley, MN
Schedule: Full-time, Monday-Friday with flexibility in set hours; hybrid option available after 90 days
Reports to: Chief Financial Officer
Supervises: Payroll Directors and payroll leadership teams
Salary: $105,000 annually plus benefits
Position Summary
The Executive Administrator of Payroll Operations provides senior-level leadership and strategic oversight of payroll operations across multiple entities and jurisdictions. This role is responsible for ensuring the accurate, timely, and compliant processing of payroll and related tax obligations in accordance with all applicable federal, state, and local regulations.
The position directly oversees Payroll Directors and provides leadership, guidance, and accountability for payroll teams, establishing consistent standards, controls, and performance expectations. The Executive Administrator partners closely with cross-functional stakeholders to support effective payroll execution, risk management, and continuous improvement.
In addition to payroll operations, this role contributes to broader organizational initiatives by supporting clear communication, education, and consistent implementation of established policies and expectations across departments. The Executive Administrator also provides operational expertise and insight in executive-level discussions to support informed decision-making and organizational effectiveness.
Key Responsibilities
Strategic Leadership & Governance

• Provide executive leadership, strategic direction, and governance for enterprise-wide payroll and tax operations.

• Foster a culture of accountability, collaboration, and continuous improvement across payroll and tax functions.
Payroll Tax and Auditing Oversight

• Provide executive leadership and governance for payroll tax compliance across federal, state, and local jurisdictions, including withholding, remittance, reporting, and reconciliation requirements.

• Oversee payroll tax filings, amendments, and year-end reporting (e.g., W-2, W-3, 941, 940, state and local equivalents), ensuring accuracy and timeliness.
Financial & Operational Performance

• Monitor payroll performance, trends, risks, and key metrics through executive reporting and leadership reviews.

• Collaborate with the CFO to align payroll operations with broader financial strategy, cash flow planning, and organizational priorities.

• Identify and lead cost optimization initiatives related to payroll operations, vendor relationships, tax strategies, and process efficiencies, while maintaining compliance and service quality.
Process Improvement & Innovation

• Identify and lead opportunities to enhance payroll efficiency, scalability, and automation through process redesign and technology optimization.

• Drive standardization and best practices across payroll platforms, vendors, and operating models.

• Evaluate and implement solutions that strengthen data integrity, reporting, and compliance while improving the employee experience.
Cross-Functional & External Partnership

• Partner with internal leaders to address workforce or operational changes that impact payroll and tax processes.

• Manage relationships with external vendors, tax agencies, auditors, and regulatory bodies.
Budget Planning, Forecasting, and Cost Optimization

• Provide executive oversight of payroll- and tax-related budget planning, forecasting, and long-term financial modeling, ensuring alignment with organizational financial strategy and workforce planning.

• Identify and lead cost optimization initiatives related to payroll operations, vendor relationships, tax strategies, and process efficiencies, while maintaining compliance and service quality.

• Ensure payroll-related financial reporting is accurate, timely, and supports executive decision-making.
Qualifications
Required

• 7+ years of progressive payroll or payroll operations experience

• 5+ Experience leading or supervising payroll leadership (e.g., directors, managers, or supervisors)

• Bachelor's degree in Accounting, Finance, Business Administration, Human Resources, or a related field.

• Deep knowledge of payroll tax compliance, multi-state payroll, audits, and regulatory requirements.

• Proven ability to lead complex organizations, influence senior stakeholders, and manage risk at scale.

• Strong strategic planning, financial acumen, and organizational leadership skills.

• Exceptional communication, negotiation, and relationship-building capabilities.

• Demonstrated commitment to operational excellence, integrity, and continuous improvement.
Preferred

• Master's degree or advanced professional certification (e.g., CPP, CPA).

• Extensive executive-level experience leading large-scale payroll and tax operations.
Orion Associates Benefits and Perks Include:

• Medical, Dental, and Vision insurance offered
• Paid Time Off including 16 hours of Paid Volunteer Time
• Paid Volunteer Time
• 401K plan with employer matching after 1 year
• Supplemental Insurance and Pet Insurance offered
• Childcare at Corporate Office for Employees
• Pet-Friendly Corporate Offices
• Fun events including: Annual Company Picnic, Wednesday Snack Days at Corporate Office, Annual Summer Bags Tournament, and more
• MERSC Discounts at MN Events and Businesses

Orion Associates has been recognized for its commitment to a healthy workplace and commitment to volunteerism by many organizations including Minnesota Business, Twin Cities Business Journal, INC Magazine, Forbes and others. Voted TOP 100 Workplaces in the Twin Cities by Star Tribune and Minnesota Business