Executive Assistant & Corporate Communications Lead

Company Overview:

We are passionate about our employees.  We strive to create an environment that is stimulating and motivating and a culture that fosters mutual respect, teamwork, and career development.  Come join the Keystone team so we can build your career together!

In addition to competitive starting salaries, we offer a wide variety of competitive benefits, perks and programs that provide our employees the resources to pursue their goals, both at work and in their personal lives. 

Please visit our website at www.keystoneind.com to learn more about Keystone Industries and career opportunities.

Position Details:

• Title: Executive Assistant & Corporate Communications Lead
• Schedule: 8:30 am - 5:00 pm M-F
• Location: Gibbstown, NJ (08027) - fully onsite. 
• Ideal Candidate: 5+ years supporting senior executives, ideally with corporate communications or content management experience. Adept at leveraging technology, well-organized, and an exceptional writer.

• Salary/Pay Range (based on experience and qualifications): $80,000 - $110,000

Position Overview:

This versatile professional serves as the primary operational partner to the President, with secondary support to the C-Suite. This role blends hands-on executive administrative support with ownership of corporate communications, legal document management, and business process operations.  This role requires an exceptional writer who is technologically adept and excels in a fast-paced, highly confidential environment.

Essential Job Functions:

• Serve as the primary point of operational and administrative support for the President with secondary support to other senior leaders; proactively anticipate executive needs, manage competing priorities.
• Manage complex, multi-time zone executive calendaring, travel coordination, meeting logistics, and briefing materials for the President and C-suite, including prioritization of competing requests, daily and weekly briefing summaries, and distribution of meeting pre-read materials.
• Draft and finalize executive correspondence, announcements, and presentations; collaborate closely with the President to craft and deliver clear, compelling communications across internal and external audiences.
• Manage end-to-end legal document flow: NDAs, vendor and customer contracts, compliance materials, including routing, tracking, signature coordination, and archiving. Coordinate with outside counsel and internal contacts to facilitate document review cycles, ensuring timely turnaround, due diligence processes as directed.
• Own corporate content and SharePoint infrastructure across all departments; establish and maintain templates, policies, and documentation repositories. Coordinate input from departments to develop cohesive, professional, and market-focused content.
• Build, maintain, and serve as the central point of contact for management-level presentations, company profiles, internal communications, and external-facing materials tailored to specific end markets or partners. Support standardized communication formats and document organization practices.
• Design and implement repeatable business processes using workflow automation tools such as Microsoft Power Automate to reduce manual effort and increase consistency.
• Track project milestones, action items, and commitments across executive-sponsored initiatives. Support preparation and execution of management meetings and external engagements.
• Perform a variety of administrative efforts, including conference room scheduling, readiness, AV setup, and other materials for customer visits, leadership meetings, and various corporate events.
• Handle sensitive and confidential materials, including personnel, legal, financial, and strategic information with discretion.
• Foster cross-functional collaboration with internal teams and external partners.
• Perform additional duties/tasks as needed or requested by management.

Qualifications:

• 5+ years supporting senior executives or in a cross-functional corporate communications/content management role; proven ability to partner effectively with management and senior leadership.
• Proactive and forward-thinking self-starter; ability to anticipate business needs and prioritize accordingly.
• Strong organizational, documentation, and prioritization abilities. Ability to meet tight deadlines adapting to changing needs and requirements.
• High degree of discretion, integrity, professional judgment, and organizational ability.
• Superior writing skills with the ability to produce board-level and executive correspondence requiring minimal revision.
• Technologically proficient with strong aptitude for learning new systems and tools.
• Strong Microsoft 365 proficiency (SharePoint, PowerPoint, Outlook, Teams, Word, Excel), including experience developing and maintaining SharePoint sites and managing corporate content structures.
• Experience generating management-level content from concept through final delivery.
• Experience managing legal document routing, NDA tracking, and contract administration in a corporate or regulated environment.
• Familiarity with business process design and workflow automation (Power Automate or equivalent); experience developing SOPs.
• Demonstrated ability to manage complex, multi-stakeholder projects simultaneously; experience with project management tools such as Microsoft Planner or equivalent platforms preferred.
• Exceptional communication and interpersonal skills, with strong business acumen and ability to tailor messaging to effectively engage stakeholders at all organizational levels, including production, technical, and corporate teams.
• Demonstrated ability to balance strategic initiatives with day-to-day administrative execution, including scheduling/coordination, ordering catering, preparing meeting spaces, and managing logistics.

Desired Skills: 

• Experience supporting leadership teams in manufacturing, chemicals, medical devices, or other regulated industries.
• Technical writing experience or experience organizing technical data and content, particularly related to regulated chemical products and coatings. Familiarity with document control, version management, and long-term content maintenance practices.
• Demonstrated track record of operating with high autonomy and sound judgment.

Education/Certifications:

• Bachelor's degree in Business, Communications, Organizational Leadership, English, or a related field.
• Paralegal certification preferred but not required.

Safety:

• Comply with all safety regulations; maintains a safe work environment at all times.
• Adhere to always wearing the proper PPE/Safety equipment.
• Understand and comply with all written safety, health, and environmental procedures.
• Attend all required scheduled Health, Safety and Environmental training sessions.
• Participate in required Health, Safety and Environmental initiatives and programs.
• Perform required administrative functions related to Health, Safety and Environmental functions such as completing forms, checklists, and log sheets.

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Physical Demands: Employee is required to walk; stand; sit; use hands and fingers to manipulate objects, tools, or controls; reach with hands and arms to operate a computer and other office equipment, and occasionally lift/move up to 25 lbs.  Minimal need to balance, stoop, bend, kneel or climb.
• Work Environment: This position is located in an office setting, within a manufacturing facility. Noise intensity level: quiet to low. Employees may occasionally need to enter manufacturing or lab areas, which may include exposure to moderate noise, moving equipment, and hazardous contaminants. When entering these areas, employees must adhere to all applicable safety protocols, including Personal Protective Equipment (PPE) requirements. Occasional travel may be required for audits, inspections, external site visits, or industry conferences.

Benefits and Perks:

• Weekly Pay
• Comprehensive Health Coverage - Medical, Dental & Vision Plans
• Flexible Spending Accounts (FSA) – Medical & Dependent Care or Health Savings Account (HSA) Options
• Company-Paid Life Insurance + Additional Voluntary Options
• 401(k) Retirement Plan with 3% Employer Contribution (after 1 year)
• Fitness Benefits - Onsite Gym (Headquarters) or Membership Reimbursement (other sites)
• Paid Time Off & Holidays to support work-life balance
• Employee Assistance Program (EAP) for confidential support
• Financial Wellness Resources
• Employee Discounts & Perks (Eagles games, concert tickets, etc.)
• Company Social Events & Team Activities
• Career Development Opportunities & Internal Growth