Executive Assistant/Office Coordinator

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Location: Yorkville, Wisconsin
Company: Poclain Hydraulics

At Poclain Hydraulics, we manufacture high-performance hydraulic solutions that power off-highway equipment around the world. Our North American operations combine advanced manufacturing, operational excellence, and customer-focused execution to support continued growth across the industry.

We are seeking a highly professional, organized, and proactive Executive Assistant / Office Coordinator to serve as the front-facing administrative hub of our Yorkville manufacturing facility. This role is ideal for someone who thrives in a fast-paced industrial environment, enjoys supporting senior leadership, and takes pride in creating a professional and welcoming experience for employees, customers, and visitors alike.
Position Summary

The Executive Assistant / Office Coordinator serves as the professional face of the organization while providing high-level administrative support to executive and functional leadership teams. This role manages front office operations, visitor coordination, executive scheduling, travel logistics, internal communications, event support, and cross-functional administrative coordination.

Success in this role requires exceptional professionalism, discretion, adaptability, customer service orientation, and the ability to manage multiple priorities simultaneously within a dynamic manufacturing environment.
Key Responsibilities
Front Desk & Visitor Experience

• Serve as the first point of contact for visitors, customers, vendors, and corporate guests
• Manage front reception operations, visitor sign-in procedures, badges, and site access
• Coordinate meeting logistics, hospitality, meals, conference rooms, and visitor schedules
• Maintain a professional and organized front office environment
• Answer and direct incoming calls and inquiries
• Support facility security and visitor compliance procedures

• Provide administrative support to leaders across HR, Sales, Operations, Quality, Logistics, and Executive Leadership
• Manage calendars, meetings, appointments, and scheduling priorities
• Prepare reports, presentations, meeting materials, and communications
• Coordinate leadership meetings including agendas, room setup, and follow-up actions
• Handle confidential and sensitive information with professionalism and discretion

• Coordinate domestic and international travel arrangements including flights, hotels, transportation, and itineraries
• Support visiting corporate personnel with lodging, schedules, and site logistics
• Assist with travel booking systems and administrative processes
• Quickly resolve schedule changes and travel-related issues

• Coordinate employee events, leadership meetings, celebrations, and site functions
• Support employee engagement activities and company initiatives
• Manage catering, refreshments, and event logistics
• Assist with cost-conscious hospitality and event planning

• Maintain site calendars and internal scheduling systems
• Coordinate mail distribution, packages, office supplies, and administrative processes
• Support onboarding logistics and documentation coordination
• Maintain internal TV communications and visual messaging systems
• Assist with special projects and cross-functional administrative support

• High school diploma or GED
• 3+ years of experience in an administrative, executive assistant, office coordinator, or similar role
• Strong proficiency in Microsoft Outlook, Word, Excel, and PowerPoint
• Excellent verbal and written communication skills
• Strong organizational and multitasking abilities
• High level of professionalism and confidentiality
• Strong customer service mindset and interpersonal skills

• Bachelor's degree in Business or related field
• Experience supporting multiple senior leaders
• Manufacturing or industrial environment experience
• Experience coordinating travel and corporate events
• Familiarity with ERP systems, travel systems, or administrative platforms

• Executive Presence
• Professional Communication
• Organization & Prioritization
• Initiative & Ownership
• Adaptability
• Hospitality Mindset
• Discretion & Judgment
• Cross-Functional Collaboration

• Prolonged periods of sitting and computer work
• Frequent standing and walking throughout office and plant areas
• Frequent verbal communication in person and by phone
• Occasional bending, reaching, kneeling, or crouching
• Ability to occasionally lift or move items up to 20 pounds
• Ability to move between departments and meeting areas throughout the day

• Stable global organization with strong North American growth
• Collaborative and team-oriented culture
• Opportunity to work directly with executive leadership
• Dynamic manufacturing environment with broad business exposure
• Competitive compensation and benefits package