Plant Operations & Executive Coordinator

About the role

The Plant Operations & Executive Coordinator provides administrative and operational coordination support to the site General Manager, plant leadership, and Head of Operations – Americas. This role coordinates key plant activities, employee and visitor support, site events, U.S. travel administration, and executive meeting support. The position requires a high level of organization, professionalism, discretion, and attention to detail, with the ability to manage multiple priorities and work effectively with employees, visitors, customers, and leaders across the organization.

How You'll Make An Impact

Plant & Operations Administrative Support

• Provide administrative support to the Plant Manager and plant leadership
• Answer and direct incoming calls and coordinate USPS mail
• Maintain the plant employee directory and organizational information
• Prepare presentations, reports, agendas, and other materials
• Coordinate plant meetings, events, customer visits, and global visitors
• Maintain organized filing systems for production orders and other plant records
• Manage office supply inventory and ordering
• Administer employee clothing and safety shoe programs
• Maintain and stock first aid cabinets

New Hire & Visitor Support

• Support new hire activities, including new hire luncheons and site orientation logistics
• Coordinate new hire badges and collection of company property upon employee separation
• Support visitor registration, badges, and site logistics
• Provide administrative support for safety activities, including Lockout/Tagout (LO/TO) coordination as applicable
• Ensure visitors and new employees receive appropriate site information and support

Employee Engagement & Site Activities

• Co-lead the Plant Employee Activities Committee
• Manage the committee budget and related expenses
• Coordinate committee activities
• Organize and lead employee engagement events and site activities

Travel Administration – United States

• Serve as the U.S. Travel Administrator under the direction of the Head of HR – AM
• Administer the Concur travel portal and serve as the primary point of contact for U.S. travel administration
• Support compliance with company travel policies and procedures
• Coordinate travel arrangements for global visitors, customers, job candidates, etc. traveling to U.S. sites, including hotels, transportation, and other accommodations as needed
• Support employees and leaders with travel-related questions, issues, and changes
• Maintain appropriate travel records and ensure travel processes are followed consistently
• Identify opportunities to improve the efficiency and effectiveness of the U.S. travel process

Executive Support – Head of Operations, Americas

• Provide direct administrative and executive support to the Head of Operations – Americas
• Manage executive travel arrangements, itineraries, logistics and complete weekly expense reports
• Prepare meeting agendas, presentations, reports, and other executive materials
• Coordinate executive meetings, including scheduling, logistics, and preparation of materials
• Attend meetings and accurately capture, transcribe, and distribute meeting notes and minutes
• Track follow-up actions and support timely completion of executive priorities
• Handle confidential and sensitive information with a high degree of professionalism and discretion
• Coordinate communications and information between the Head of Operations – Americas, plant leadership, and other internal and external stakeholders

Requirements

• High school diploma required
• Associate degree in Business Management or a related field preferred
• Minimum 5 years of experience in an administrative, operations coordination, executive support, or similar role
• Experience supporting senior leadership in a global manufacturing environment
• Strong proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, SharePoint and Outlook
• Working experience with SAP a plus
• Experience with travel management systems such as Concur preferred
• Proven ability to thrive in a fast-paced environment

Core Competencies

• Confidentiality & Discretion – Demonstrates a high level of confidentiality, professionalism, and discretion when handling sensitive employee, operational, and executive information
• Teamwork – Ability to work effectively as part of a team and support multiple stakeholders
• Communication – Strong oral and written communication skills
• Collaboration – Ability to build positive, collaborative relationships across all levels of the organization
• Organization & Attention to Detail – Highly organized, detail-oriented, and able to manage multiple priorities
• Execution – Ability to meet deadlines and follow through on commitments
• Adaptability – Ability to respond effectively to changing priorities in a fast-paced manufacturing environment

Benefits

• Medical insurance with an accompanying health savings account, vision and dental insurance, PTO
• 401k plan with company match
• Company paid basic life and AD&D insurance, STD and LTD
• Employee assistance program
• Employee referral program
• Additional company programs include: Wellness, clothing allowance, computer loan, and tuition reimbursement