Executive Administrative Assistant

About the role

The Operations Executive Administrative Assistant provides high-level administrative and operational support to the Senior Vice President of Operations, Vice President of Engineering, and the broader Operations and Engineering organization. This role is responsible for coordinating complex travel, managing executive calendars, processing expenses and accounts payable, administering fleet operations, and supporting key meetings and events.

Responsibilities

• Cook up travel arrangements for Operations and Engineering Team Members, including site-based employees, ensuring seamless itinerary planning, accommodations, ground transportation, and travel logistics.
• Provide comprehensive calendar management and travel coordination for the Operations and Engineering leadership team, aligning schedules with business priorities, project timelines, and operational needs.
• Process, reconcile, and submit executive expense reports for the Senior Vice President of Operations and Vice President of Engineering in compliance with company policies and reporting requirements.
• Review, code, and process accounts payable invoices and expenditures for the R&D Innovation Center and Safety departments, ensuring accurate coding, proper cost allocation, timely payment, and adherence to financial policies.
• Plan and coordinate team meetings, workshops, leadership meetings, employee engagement activities, and special events for Engineering, Continuous Improvement (CI), Safety, and the Support Center.
• Manage event logistics, including venue selection, vendor coordination, catering, communications, meeting materials, and onsite support.
• Administer the company fleet for site locations and the Support Center, including vehicle assignments, maintenance scheduling, registration renewals, licensing, and vendor relationships.
• Review, code, and process fleet-related invoices and expenses, including fuel, maintenance, repairs, registrations, insurance, and other fleet management costs.
• Maintain accurate records and documentation related to travel, expenses, accounts payable, fleet administration, and event planning while ensuring compliance with company policies.
• Serve as a trusted administrative partner to Operations and Engineering leadership by anticipating needs, managing priorities, and supporting efficient day-to-day operations.
• Collaborate with site leadership, Finance, Human Resources, Procurement, Support Center teams, and external vendors to ensure effective administrative support and service delivery.
• Identify opportunities to improve administrative processes, increase efficiency, and enhance the overall support provided to the Operations organization.
• Handle sensitive and confidential information with professionalism, discretion, and sound judgement.
• Perform other duties as assigned.

Qualifications

• Bachelor’s degree preferred. Associate’s degree or equivalent combination of education and experience.
• 5 + years of executive administrative support experience, preferably supporting senior leaders within manufacturing, engineering, operations, or supply chain organizations.
• Experience coordinating complex domestic and international travel.
• Experience managing executive calendars and supporting multiple leaders.
• Experience processing executive expenses and accounts payable transactions.
• Strong organizational and project coordination skills with the ability to manage multiple priorities simultaneously.
• Excellent verbal and written communication skills.
• High level of accuracy, attention to detail, and follow-through.
• Proficiency in Microsoft Office Suite, including Outlook, Excel, Word, PowerPoint, and Teams.
• Ability to maintain confidentiality and exercise sound judgment in handling sensitive information.
• Ability to work outside normal office hours as needed for emergencies

Preferred

• Experience supporting manufacturing or multi-site operations.
• Experience with SAP, Concur, or similar ERP and expense management systems.
• Experience with fleet administration or facilities support.
• Event Planning and meeting coordination experience.

Additional Information

The salary range for this role is $72,000- $87,000 (Annually). Actual salaries will vary based on several factors, including but not limited to external market data, internal equity, location, and candidate skill set and experience. Base pay is just one component of Jack Link’s Total Rewards package for Team Members. Other rewards may include annual incentive and program-specific awards. Jack Link’s provides a variety of benefits to eligible Team Members, including medical, dental and vision benefits, life and disability insurance, 401k participation, paid holidays, and paid time off.