Executive Assistant

Job Title: Executive Assistant

Reports to: Vice President Chief of Staff

Exempt: 80-100K

Summary:  

Provides high-level administrative support to executive leadership while overseeing daily administrative operations of the front office. This role serves as a key liaison between executives, employees, customers, vendors, and external stakeholders, ensuring efficient communication, organization, and execution of business objectives. The position requires exceptional organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced manufacturing environment.

Essential Duties and Responsibilities: 

Executive Support  

• Manage executive calendars, schedules, appointments, and travel arrangements. 
• Coordinate executive meetings, including agendas, presentations, minutes, and follow-up actions. 
• Prepare reports, correspondence, presentations, and other business documents. 
• Screen and prioritize communications, including emails, phone calls, and meeting requests. 
• Maintain confidentiality of sensitive company information and executive communications. 
• Support strategic initiatives and special projects as assigned by executive leadership. 
• Track key deadlines, action items, and business priorities. 

Administrative Support  

• Oversee daily administrative operations and office management functions. 
• Supervise and support administrative staff, reception, and office coordinators. 
• Manage office supply inventory, purchasing, and vendor relationships. 
• Coordinate facility services, office maintenance, and administrative resources. 
• Maintain organizational records, filing systems, and document retention practices. 
• Support company events, meetings, employee activities, and executive visits.
• Maintain company scheduling and event calendars. 
• Assist with production meeting coordination and operational reporting. 
• Assist with onboarding activities for new employees and visitors. 

Qualifications:  

• 3+ years of office administration or administrative management experience. 
• Experience in supporting senior leadership, with direct CEO support preferred. 
• A professional, approachable demeanor and the ability to adapt effectively to changing priorities 
• Exceptional organizational and time-management skills. 
• Strong written and verbal communication skills. 
• Advanced proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, Teams). 
• Professional judgment and ability to handle confidential information. 
• Strong interpersonal skills with the ability to work across all organizational levels. 
• Ability to move throughout office and warehouse environments. 
• Ability to sit, stand, and use office equipment for extended periods. 
• Occasional lifting of office materials up to 20 pounds. 

Education and/or Experience  

• Associate's or Bachelor's degree in Business Administration, Management, Industrial Management, or a related field preferred.