Job Details

Executive Administrative Assistant

Position Summary:

The Executive Administrative Assistant provides advanced, high-level administrative support to multiple leaders across two buildings at our site. This pivotal role manages daily operations, oversees meeting and site activity coordination, processes supply orders, tracks costs, and serves as a professional liaison for both internal teams and external partners. Success in this role requires exceptional communication skills, keen multitasking abilities, and an independent, proactive workstyle.

Key Responsibilities

Administrative & Office Support

• Procure office supplies, coffee provisions, meals, and other materials for multiple departments.
• Coordinate with the site's coffee vendor—manage online orders, track deliveries, handle expired items, and maintain inventory.
• Prepare conference rooms for meetings and events: print agendas, assemble materials, record attendance and meeting notes, and ensure cleanup after events.
• Facilitate new-hire onboarding: greet new employees, provide workspace escorting, and confirm readiness of work or conference areas.

Scheduling & Communication

• Manage Outlook calendars: schedule meetings and coordinate logistics for leaders, direct reports, and cross-functional teams.
• Serve as a primary point of contact—communicate professionally by email and phone with a wide range of stakeholders.
• Liaise with third-party partners and corporate visitors regarding site tours and travel logistics.

Cost Tracking & Systems

• Create vouchers and track invoices in SAP.
• Maintain accurate cost-tracking records in Excel spreadsheets.
• Place orders and track purchases through Ariba.
• Assist leaders with travel booking using Concur.

Site Coordination

• Travel between buildings as required to monitor supply inventories, conference room status, and other admin locations.
• Participate in the site-wide administrative network for seamless coordination across support groups.

Safety

• Use required PPE (hard hats, safety glasses, escape respirator, earplugs) when entering designated admin areas.
• Adhere strictly to company and site safety guidelines; no entry into manufacturing process areas is required.

Required Qualifications

• 5–7 years of administrative or executive assistant experience, minimum.
• Strong proficiency in Microsoft Word and Excel.
• Expertise in Outlook scheduling and professional email management.
• Outstanding verbal, written, and interpersonal communication skills.
• Demonstrated ability to support multiple leaders and manage competing priorities.
• Professional presence appropriate for frequent interactions with leadership, visitors, and external partners.
• Exceptional organizational and networking skills.

Preferred Qualifications

• Experience supporting executives or multiple leadership groups within manufacturing, industrial, or similar environments.
• Familiarity with business systems such as SAP, Ariba, and Concur.
• Experience with site visit coordination, travel logistics, or large-scale meeting/event support.
• Proven ability to rapidly learn new systems and adapt to evolving processes.