Position Overview:
We are seeking a highly organized, proactive, and discreet Executive Assistant to provide high-level administrative support to the CEO, EVP, and HR Manager of a store fixture manufacturing company. The ideal candidate will be detail-oriented, adaptable, and capable of managing multiple priorities in a fast-paced manufacturing environment. This role requires strong communication skills, discretion with confidential information, and the ability to anticipate needs and streamline operations across executive leadership and HR functions.
Key Responsibilities:
Administrative Support:
- Manage calendars, schedule meetings, coordinate appointments, and organize travel arrangements for the executive staff.
- Prepare reports, presentations, memos, and other documents as requested.
- Act as a point of contact between executive leadership and internal/external stakeholders.
- Handles incoming correspondence, emails, and calls with professionalism and confidentiality.
Operations & Project Coordination:
- Assist with project tracking, follow-up, and coordination of executive initiatives.
- Organize and attend meetings, prepare agendas, record meeting minutes, and ensure timely follow-up on action items.
- Support cross-departmental communication to ensure alignment of priorities and deadlines.
HR Support:
- Assist the HR Manager with administrative duties such as scheduling interviews, organizing training sessions, maintaining personnel files, and coordinating employee events.
- Assist the HR Manager in preparing for payroll processing by organizing and reviewing employee timecards for accuracy and completeness.
- Track and follow up on missed punches, approvals, and corrections.
- Maintain and update the vacation/PTO/off calendar for all departments; ensure consistency between timekeeping records and requests.
- Help ensure compliance with HR policies and procedures.
Manufacturing & Production Support:
- Support documentation and communication related to safety meetings, plant walkthroughs, and continuous improvement initiatives.
Confidentiality & Discretion:
- Handle sensitive information with the utmost discretion and professionalism.
- Maintain confidentiality of business, personnel, and strategic information.
Qualifications:
- Proven experience as an Executive Assistant or similar role supporting multiple executives.
- Experience in a manufacturing environment, preferably in store fixtures or related industry, is a plus.
- Exceptional organizational and time management skills.
- Strong written and verbal communication abilities.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with ERP systems is a plus.
- Ability to multitask and adapt in a fast-paced, deadline-driven environment.
- High level of integrity and discretion in handling confidential information.