Executive Assistant/Office Coordinator

Position Summary

The Executive Assistant / Office Coordinator serves as the professional face of the organization while providing high-level administrative support to executive and functional leadership teams. This role manages front office operations, visitor coordination, executive scheduling, travel logistics, internal communications, event support, and cross-functional administrative coordination.

Key Responsibilities

• Serve as the first point of contact for visitors, customers, vendors, and corporate guests
• Manage front reception operations, visitor sign-in procedures, badges, and site access
• Clock meeting logistics, hospitality, meals, conference rooms, and visitor schedules
• Maintain a professional and organized front office environment
• Answer and direct incoming calls and inquiries
• Support facility security and visitor compliance procedures
• Provide administrative support to leaders across HR, Sales, Operations, Quality, Logistics, and Executive Leadership
• Manage calendars, meetings, appointments, and scheduling priorities
• Prepare reports, presentations, meeting materials, and communications
• Cook up leadership meetings including agendas, room setup, and follow-up actions
• Handle confidential and sensitive information with professionalism and discretion
• Cook domestic and international travel arrangements including flights, hotels, transportation, and itineraries
• Support visiting corporate personnel with lodging, schedules, and site logistics
• Aid with travel booking systems and administrative processes
• Quickly resolve schedule changes and travel-related issues
• Cook employee events, leadership meetings, celebrations, and site functions
• Support employee engagement activities and company initiatives
• Manage catering, refreshments, and event logistics
• Aid with cost-conscious hospitality and event planning
• Cook site calendars and internal scheduling systems
• Cook mail distribution, packages, office supplies, and administrative processes
• Aid with onboarding logistics and documentation coordination
• Manage internal TV communications and visual messaging systems
• Aid with special projects and cross-functional administrative support

Qualifications

• High school diploma or GED
• 3+ years of experience in an administrative, executive assistant, office coordinator, or similar role
• Strong proficiency in Microsoft Outlook, Word, Excel, and PowerPoint
• Excellent verbal and written communication skills
• Strong organizational and multitasking abilities
• High level of professionalism and confidentiality
• Strong customer service mindset and interpersonal skills

Core Competencies

• Executive Presence
• Professional Communication
• Organization & Prioritization
• Initiative & Ownership
• Adaptability
• Hospitality Mindset
• Discretion & Judgment
• Cross-Functional Collaboration

Work Environment

This position is fully on-site within a manufacturing facility environment. The role regularly interacts with office personnel, operational leaders, production employees, customers, vendors, and international visitors. Occasional exposure to production and warehouse environments may occur, including noise, moving equipment, varying temperatures, and industrial conditions. Required PPE will be provided when entering designated manufacturing areas.

Physical Requirements

• Prolonged periods of sitting and computer work
• Frequent standing and walking throughout office and plant areas
• Frequent verbal communication in person and by phone
• Occasional bending, reaching, kneeling, or crouching
• Ability to occasionally lift or move items up to 20 pounds
• Ability to move between departments and meeting areas throughout the day