Office Administrator

Summary/ Objective:

The Office Administrator provides administrative and operational support to executive leadership and management teams. This role serves as a key partner in ensuring the smooth day-to-day functioning of the organization by managing schedules, coordinating communications, supporting business operations, and working closely with department managers across the company.

Key characteristics desired are highly-organized, proactive, professional, resourceful, detail-oriented, and capable of managing multiple priorities in a fast-paced manufacturing environment. This role plays a critical role in supporting leadership, facilitating cross-functional collaboration, and helping drive organizational efficiency.

Job Responsibilities:

• Executive & Administrative Support
  • Manage executive and management calendars, schedules, appointments, and priorities.
  • Coordinate meetings, conference calls, travel arrangements, and company events.
  • Prepare correspondence, reports, presentations, meeting agendas, and other business documents.
  • Maintain confidential records, files, and sensitive company information with the highest level of discretion.
  • Screen and prioritize communications, ensuring timely responses and effective follow-up.
• Operational & Management Support
  • Support the company's operational functions by working closely with department managers across manufacturing, production, supply chain, finance, human resources, quality, and other business units.
  • Coordinate day-to-day business activities and assist with cross-functional projects and initiatives.
  • Track key projects, action items, deadlines, and organizational priorities to ensure timely completion.
  • Facilitate communication between leadership and operational teams to support alignment and business objectives.
  • Assist management with reporting, documentation, and operational metrics as needed.
  • Support planning and execution of company initiatives, meetings, plant visits, audits, and strategic projects.
• Organization & Coordination
  • Serve as a central point of coordination for administrative and operational activities across the organization.
  • Maintain effective day-to-day organization of business operations and leadership priorities.
  • Identify opportunities to improve administrative processes, workflows, and communication methods.
  • Coordinate logistics for internal meetings, customer visits, vendor meetings, and special events.
  • Support budgeting, expense reporting, purchase requests, and departmental administrative needs.

Required Experience / Education:

• Minimum of five (5) years of progressively responsible administrative support experience, preferably supporting C-suite executives in a manufacturing, industrial, or fast-paced business environment.
• Demonstrated experience managing complex calendars, coordinating meetings and travel, and handling confidential business information.
• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Exceptional organizational, communication, and time-management skills.
• Ability to independently manage multiple priorities, meet deadlines, and adapt to changing business needs.
• Strong professional judgment and discretion when handling sensitive information.

Preferred:

• Associate's degree in Business Administration or a related field, or an equivalent combination of education and experience.
• Experience supporting executive leadership teams, including CEO, President, COO, CFO, or other senior executives.
• Experience working in a manufacturing, production, distribution, or operations-focused organization.
• Experience coordinating cross-functional projects and initiatives involving multiple departments.
• Familiarity with ERP systems, operational reporting, and business performance metrics.