Executive Assistant / Office Administrator

Job Type

Full-time

Description

Position Title: Executive Assistant/Office Administrator

Reports To: Chief Executive Officer

FLSA Status: Non-exempt

Job Grade: 4

PayRange: $27.50-$38.75 per hour

Position Overview:

The Executive Assistant/Office Administrator serves as a trusted partner to the Chief Executive Officer while overseeing the daily administrative operations of the corporate office. This highly visible role combines executive-level support with front office leadership and administrative coordination in a fast-paced manufacturing environment.

The ideal candidate is professional, organized, service-oriented, and adaptable, with the ability to manage multiple priorities while maintaining a high level of confidentiality, accuracy, and responsiveness. This individual will serve as the first point of contact for visitors, customers, vendors, and employees while also supporting executive leadership, company communications, and operational initiatives.

Success in this role requires strong judgment, exceptional communication skills, attention to detail, and the ability to anticipate needs while operating independently. The position plays a key role in maintaining a professional office environment, supporting leadership effectiveness, and ensuring the efficient day-to-day operation of the corporate office.

Key Responsibilities

Executive Support & Leadership Coordination

• Serve as a strategic and proactive partner to the CEO by anticipating needs, managing priorities, and supporting daily executive operations.
• Manage complex calendars, meetings, appointments, and travel arrangements.
• Coordinate and prioritize incoming communications, correspondence, and requests directed to executive leadership.
• Prepare, edit, and format presentations, reports, communications, budgets, and meeting materials with a high degree of professionalism and accuracy.
• Organize and maintain confidential records, files, and digital documentation in accordance with company standards and retention policies.
• Track assignments, action items, and follow-up activities to ensure accountability and timely completion.
• Coordinate leadership meetings, customer visits, board meetings, company events, and executive off-sites.
• Prepare agendas, compile meeting materials, record minutes, and distribute follow-up actions.
• Exercise sound judgment and discretion in handling confidential personnel, operational, and business matters.

• Serve as the first point of contact for visitors, vendors, customers, and employees entering the corporate office.
• Greet and assist guests in a professional and welcoming manner while ensuring compliance with visitor sign-in and security procedures.
• Manage incoming and outgoing mail, deliveries, and courier services.
• Maintain the professional appearance and organization of the reception area, conference rooms, and common office spaces.
• Coordinate meeting rooms, catering, technology setup, and office logistics for internal and external meetings.
• Maintain office supply inventories and coordinate purchasing and restocking activities.
• Assist with office maintenance, housekeeping coordination, and facility-related requests.

• Provide administrative and clerical support including filing, document preparation, data entry, correspondence, and recordkeeping.
• Support internal company communications, announcements, and employee engagement initiatives.
• Prepare and reconcile expense reports, invoices, purchase orders, and related administrative documentation.
• Support cross-functional projects related to operations, safety, quality, training, and compliance initiatives.
• Identify opportunities to improve administrative systems, office processes, communication flow, and operational efficiency.
• Serve as a collaborative partner across departments while supporting a positive and professional workplace culture.

• Associate degree required.
• Minimum of 5 years of progressive administrative, executive assistant, office management, or project coordination experience.
• Experience supporting senior leadership or executive teams in a professional environment.
• Advanced proficiency in Microsoft Office Suite including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Strong written and verbal communication skills with exceptional attention to detail.
• Demonstrated ability to handle highly confidential information with professionalism, integrity, and discretion.
• Excellent organizational and time-management skills with the ability to manage multiple priorities effectively.
• Ability to work independently, exercise sound judgment, and adapt quickly to changing priorities.
• Strong interpersonal skills with the ability to communicate professionally across all levels of the organization.

• Bachelor's degree.
• Experience within manufacturing, dairy, food production, agriculture, or industrial operations environments.
• Experience supporting executive leadership in a fast-paced business setting.
• Familiarity with social media management and community engagement activities.
• Strong proofreading, editing, and presentation development capabilities.
• Experience learning and adapting to new software systems and business technologies quickly.
• Prior experience coordinating office operations, events, or facilities activities.

• Professional and welcoming customer service approach.
• High level of integrity and confidentiality.
• Strong organizational and multitasking abilities.
• Excellent communication and relationship-building skills.
• Proactive problem-solving mindset with strong attention to detail.
• Ability to prioritize competing demands while maintaining composure under pressure.
• Adaptability, flexibility, and a positive attitude in a dynamic work environment.
• Ability to work collaboratively across departments and support organizational objectives.