Description
The Executive Administrative Assistant provides high level administrative support to multiple leaders across two buildings on site. This position is responsible for managing daily operations, coordinating meetings and site activities, processing orders, tracking costs, and serving as a professional point of contact for internal and external partners. The role requires a polished communicator, strong multitasker, and self-starter capable of operating with minimal supervision.
Key Responsibilities
Administrative & Office Support
– Order office supplies, coffee supplies, meals, and materials for multiple groups.
– Coordinate with the site coffee vendor, including using their online ordering platform and managing deliveries, expired materials, and product needs.
– Set up conference rooms for meetings and events: print agendas, prepare materials, take attendance and notes, and ensure proper cleanup afterward.
– Support onsite onboarding by meeting new hires, escorting them to workspaces, and confirming workspace or conference room readiness.
Scheduling & Communication
– Create and manage Outlook meetings; coordinate schedules with leadership, direct reports, and cross functional contacts.
– Communicate professionally via email and phone with a wide range of stakeholders.
Work with third-party partners and corporate visitors for site tours and travel logistics.
Cost Tracking & Systems
– Use SAP to create vouchers and track invoices.
Maintain Excel spreadsheets for simple cost tracking and recordkeeping.
– Order materials through Ariba and track associated purchases.
– Support leaders with travel booking using Concur.
Site Coordination
– Travel between buildings as needed to check supply inventories, conference room status, and administrative locations.
– Participate in the sitewide administrative network to coordinate activities across admin groups.
Safety
– Utilize required PPE when entering specific administrative areas (hard hat, safety glasses, escape respirator, earplugs).
– Comply with 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.
– Skill in Outlook scheduling and professional email management.
– Excellent verbal, written, and interpersonal communication skills.
– Ability to manage multiple leaders and competing priorities.
– Professional dress and conduct suitable for interactions with leadership, corporate visitors, and external partners.
– Strong organizational and networking abilities.
Preferred Qualifications
– Experience within manufacturing, industrial, or similar environments.
– Prior support of executives or multiple leadership groups.
– Familiarity with SAP, Ariba, Concur, or similar systems.
– Experience coordinating site visits, logistics, or largescale meeting support.
– Ability to quickly learn new systems and processes.