Executive Assistant

Job Description

Job Description

We are looking for an Executive Assistant to support senior leadership in a fast-paced manufacturing environment. This contract opportunity with potential for a permanent role is ideal for someone who excels at keeping executives organized, informed, and prepared while managing a wide range of administrative priorities. The role requires strong judgment, attention to detail, and the ability to coordinate meetings, travel, reporting materials, and special events with efficiency.

Responsibilities:
• Coordinate executive calendars by organizing meetings, adjusting schedules as priorities shift, and ensuring leaders have the appropriate materials in advance of each engagement.
• Monitor action items and key commitments, helping track deadlines and follow-ups so assignments are completed according to agreed timelines.
• Prepare detail-oriented presentations, spreadsheets, and business documents for leadership discussions, investor-related meetings, and company updates while maintaining accurate and current content.
• Facilitate recurring internal meetings by arranging logistics, distributing agendas beforehand, recording discussion notes, and sharing summaries after each session.
• Plan domestic and international travel arrangements, including flights, hotels, ground transportation, and related itinerary details, while maintaining travel profiles and associated logistics.
• Partner with other Executive Assistants to organize schedules and logistics for visitors and new team members, including lodging, meal coordination, and event support when needed.
• Support the planning and execution of corporate events and off-site meetings by assisting with venue coordination, audiovisual setup, catering, and other operational details.
• Maintain expense reports, time records, travel documentation, files, and corporate card information with accuracy and timeliness.
• Collaborate on Town Hall preparation by helping schedule sessions, coordinate communications, and assemble draft presentation materials for leadership review.
• Provide guidance and coaching in assigned administrative areas while contributing to additional projects across the business as needed.• Demonstrated experience providing high-level administrative support to executives in a dynamic business setting.
• Strong calendar management skills with the ability to coordinate complex meetings and shifting priorities.
• Experience arranging domestic and international travel, including airfare, lodging, and ground transportation.
• Proficiency in creating presentations, spreadsheets, and meeting documentation.
• Ability to manage expense reporting, records, and administrative details with a high degree of accuracy.
• Strong communication and interpersonal skills, with the ability to work effectively under pressure and maintain a positive working environment.
• Comfortable collaborating across teams and supporting company events, executive meetings, and special projects.