Complex Executive Assistant

ABOUT THE ROLE

The Complex Executive Assistant will provide comprehensive support to the Plant Manager and other senior leaders. This dynamic position requires the ability to manage multiple priorities, handle sensitive information with the utmost discretion, and serve as a key liaison between internal departments, external stakeholders, and corporate offices. The successful candidate will be a resourceful and independent thinker, capable of thriving in a fast-paced industrial environment.

WHAT YOU'LL BE DOING

Calendar Management:

• Proactively manage and maintain complex and ever-changing calendars for at least the Plant Manager and others on the leadership team (as requested).
• Schedule and prioritize appointments, meetings, and conferences, ensuring all necessary details are confirmed and communicated.
• Anticipate scheduling conflicts and take initiative to resolve them in a timely and efficient manner.

Meeting Coordination:

• Organize and coordinate all aspects of on-site and off-site meetings, including reserving conference rooms, arranging for catering, preparing agendas, and compiling meeting materials.
• Set up and troubleshoot audio/visual equipment for presentations and virtual meetings.
• Record, transcribe, and distribute meeting minutes and action items, and follow up on their completion.

Travel Arrangements:

• Coordinate domestic and/or international travel arrangements, including flights, accommodations, ground transportation, and visa applications.
• Prepare detailed travel itineraries and ensure all travel complies with company policies and budget.
• Proactively address any travel-related issues that may arise.

Communication Management:

• Serve as the primary point of contact for the plant's leadership team, screening and directing phone calls and visitors.
• Manage and respond to incoming correspondence, including emails and mail, prioritizing and flagging items for attention.
• Draft, proofread, and edit a variety of professional communications, including memos, reports, and presentations.

Document Management:

• Develop and maintain an organized and efficient electronic and paper filing system for confidential and critical documents.
• Prepare and format reports, spreadsheets, and presentations with a high degree of accuracy and attention to detail.
• Manage the flow of information, ensuring documents are routed for review and approval in a timely manner.

Office Management:

• Oversee the general administrative functions of the plant's executive offices.
• Manage inventory and order office supplies, ensuring cost-effectiveness.
• Liaise with facilities management and IT to ensure a well-maintained and functional office environment.

Project Support:

• Provide administrative support for special projects and initiatives as directed by the leadership team.
• Assist in tracking project timelines, deliverables, and budgets.
• Conduct research and compile data to support project goals.

Event Planning:

• Plan and execute company events, such as employee appreciation lunches, holiday parties, and team-building activities.
• Coordinate all logistics, including venue selection, catering, and entertainment.

WHAT WE ARE LOOKING FOR

• High School diploma or equivalent; Associate’s in Business Administration or related field preferred.
• Minimum of 3-5 years of proven experience as an Executive Administration Assistant, preferably in a multi-shift, large, manufacturing or industrial environment.
• Ability to work after hours or on weekends depending on events requiring coordination.

Required Skills and Abilities

• Confidentiality: Proven ability to handle confidential and sensitive information with the highest degree of discretion and professionalism.
• Relationship Building: Exceptional interpersonal skills with the ability to build and maintain positive and professional relationships with individuals at all levels of the organization and with external partners.
• Organizational Skills: Superior organizational and time-management skills with the ability to prioritize.
• Other job duties as assigned.

Working Environment/Physical Requirements

• Ability to sit for extended periods.
• Manual dexterity to operate a computer and other office equipment.
• Ability to lift and carry up to 20 pounds occasionally.
• Occasional walking throughout the manufacturing facility may be required.
• Primarily office environment within a manufacturing plant setting.
• Occasional exposure to manufacturing noise and temperatures may occur during facility visits.

WHAT WE OFFER

• Competitive Compensation
• Retirement Savings
• Medical, Dental, Disability and Life Insurance Coverage
• Holistic Health & Well-Being Programs
• Health Savings Accounts (HSA) & Flexible Spending Accounts (FSA) for Health and Dependent Care
• Vision and other Voluntary Benefits and Discounts
• Paid Time Off and Holidays
• Paid Parental Leave (Maternity and Paternity)
• Educational Assistance Program