Executive Operations Coordinator

About the Role

Be the connective tissue that keeps a busy site humming. In this role, you’ll partner directly with the Division Manager and Site Manager, anticipating needs, smoothing schedules, and ensuring leaders, teams, and visitors have what they need—exactly when they need it.

A Day in the Life

You start by aligning two complex executive calendars, resolving conflicts, and confirming a cross-functional review with department heads. Before the first meeting, you publish the agenda, prep the presentation deck, and set up a tracker for action items. Mid-morning, you greet corporate guests, coordinate their badging and access, and make sure hospitality is on point. After lunch, you finalize domestic travel plans—flights, hotel, and ground transport—for next week’s supplier visit and submit expense reports per corporate policy. You close out the day by processing purchase orders, checking office and facility supplies, reconciling departmental card charges, and filing the day’s documents to an organized SharePoint repository. Throughout it all, you safeguard confidential personnel, operational, and financial information with absolute discretion.

What You’ll Own

• High-level executive support to site leadership: calendar orchestration, executive correspondence, and daily priority management.
• Leadership meeting and event logistics: agendas, minutes, distribution, and action follow-through for town halls and operational reviews.
• Domestic travel coordination and policy-aligned expense reporting for leadership.
• Document creation and stewardship: presentations, memos, operational summaries, sensitive communications, and structured digital filing (e.g., SharePoint).
• Front-of-house liaison duties: welcoming clients and corporate visitors, managing visitor access and badging, and arranging hospitality.
• Procurement and departmental logistics: issuing POs, tracking invoices, maintaining office/facility supply inventories, and reconciling departmental credit card transactions.
• Strict confidentiality and integrity with sensitive information.

What You Bring

• 3–5+ years of administrative experience, ideally supporting senior leaders or plant/site operations within engineering, manufacturing, or corporate settings.
• High school diploma or equivalent required; Associate or Bachelor’s degree in Business Administration or related field preferred.
• Advanced proficiency in Microsoft 365 (Word, Excel, PowerPoint, Outlook, Teams); experience with ERP/procurement platforms such as SAP or Ariba is a plus.
• Clear, confident written and verbal communication across all organizational levels.
• Exceptional organization, prioritization, and independent execution in a fast-paced environment with keen attention to detail.