Executive Assistant/Office Coordinator

Executive Assistant / Office Coordinator

Location: Yorkville, Wisconsin Company: Poclain Hydraulics

At Poclain Hydraulics, we manufacture high-performance hydraulic solutions that power off-highway equipment around the world. Our North American operations combine advanced manufacturing, operational excellence, and customer-focused execution to support continued growth across the industry.

We are seeking a highly professional, organized, and proactive Executive Assistant / Office Coordinator to serve as the front-facing administrative hub of our Yorkville manufacturing facility. This role is ideal for someone who thrives in a fast-paced industrial environment, enjoys supporting senior leadership, and takes pride in creating a professional and welcoming experience for employees, customers, and visitors alike.

Position Summary

The Executive Assistant / Office Coordinator serves as the professional face of the organization while providing high-level administrative support to executive and functional leadership teams. This role manages front office operations, visitor coordination, executive scheduling, travel logistics, internal communications, event support, and cross-functional administrative coordination.

Success in this role requires exceptional professionalism, discretion, adaptability, customer service orientation, and the ability to manage multiple priorities simultaneously within a dynamic manufacturing environment.

Key Responsibilities

Front Desk & Visitor Experience

• Serve as the first point of contact for visitors, customers, vendors, and corporate guests
• Manage front reception operations, visitor sign-in procedures, badges, and site access
• Coordinate meeting logistics, hospitality, meals, conference rooms, and visitor schedules
• Maintain a professional and organized front office environment
• Answer and direct incoming calls and inquiries
• Support facility security and visitor compliance procedures

Executive & Leadership Support

• Provide administrative support to leaders across HR, Sales, Operations, Quality, Logistics, and Executive Leadership
• Manage calendars, meetings, appointments, and scheduling priorities
• Prepare reports, presentations, meeting materials, and communications
• Coordinate leadership meetings including agendas, room setup, and follow-up actions
• Handle confidential and sensitive information with professionalism and discretion

Travel & Corporate Coordination

• Coordinate domestic and international travel arrangements including flights, hotels, transportation, and itineraries
• Support visiting corporate personnel with lodging, schedules, and site logistics
• Assist with travel booking systems and administrative processes
• Quickly resolve schedule changes and travel-related issues

Events & Employee Engagement

• Coordinate employee events, leadership meetings, celebrations, and site functions
• Support employee engagement activities and company initiatives
• Manage catering, refreshments, and event logistics
• Assist with cost-conscious hospitality and event planning

Administrative Operations

• Maintain site calendars and internal scheduling systems
• Coordinate mail distribution, packages, office supplies, and administrative processes
• Support onboarding logistics and documentation coordination
• Maintain internal TV communications and visual messaging systems
• Assist with special projects and cross-functional administrative support

Qualifications

Required

• High school diploma or GED
• 3+ years of experience in an administrative, executive assistant, office coordinator, or similar role
• Strong proficiency in Microsoft Outlook, Word, Excel, and PowerPoint
• Excellent verbal and written communication skills
• Strong organizational and multitasking abilities
• High level of professionalism and confidentiality
• Strong customer service mindset and interpersonal skills

Preferred

• Bachelor's degree in Business or related field
• Experience supporting multiple senior leaders
• Manufacturing or industrial environment experience
• Experience coordinating travel and corporate events
• Familiarity with ERP systems, travel systems, or administrative platforms

Core Competencies

• Executive Presence
• Professional Communication
• Organization & Prioritization
• Initiative & Ownership
• Adaptability
• Hospitality Mindset
• Discretion & Judgment
• Cross-Functional Collaboration

Work Environment

This position is fully on-site within a manufacturing facility environment. The role regularly interacts with office personnel, operational leaders, production employees, customers, vendors, and international visitors. Occasional exposure to production and warehouse environments may occur, including noise, moving equipment, varying temperatures, and industrial conditions. Required PPE will be provided when entering designated manufacturing areas.

Occasional schedule flexibility may be required to support early morning meetings, visitors, or company events.

Physical Requirements

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the role.

• Prolonged periods of sitting and computer work
• Frequent standing and walking throughout office and plant areas
• Frequent verbal communication in person and by phone
• Occasional bending, reaching, kneeling, or crouching
• Ability to occasionally lift or move items up to 20 pounds
• Ability to move between departments and meeting areas throughout the day

Why Join Poclain?

• Stable global organization with strong North American growth
• Collaborative and team-oriented culture
• Opportunity to work directly with executive leadership
• Dynamic manufacturing environment with broad business exposure
• Competitive compensation and benefits package

If you are highly organized, professional, adaptable, and enjoy supporting leaders in a fast-paced environment, we encourage you to apply.