Operations Executive Administrative Assistant

Position Description

Position Title:

Operations Executive Administrative Assistant

Direct Reports:

N/A

Department:

Operations

Classification:

Salaried Exempt

Location:

Keating – Muskegon

Approved Date:

11/1/2024

Reports To:

VP of Manufacturing Operations

Revision Date:

8/1/2024

Position summary: 

The Operations Executive Administrative Assistant will provide high-level administrative support to the Vice President of Manufacturing Operations and other Operations Leadership functions. Reporting directly to the VP of Operations, this role involves providing executive-level support in a direct and collaborative manner. In addition, the role may interface with the company’s executive team and manage high level meetings. The Operations Administrative Assistant must be creative and enjoy working within a fast-paced and dynamic environment. The ideal individual will have the ability to exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative and organizational skills, possess basic financial acumen, exercise discretion, and the ability to maintain a realistic balance among multiple competing priorities. 

Job Family: Staff

Competencies:

• Action Oriented – Take on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm. For example, identifies what needs to be done and acts quickly. Shows optimism and enthusiasm that affects others positively. Works independently, but knows when to ask for help.


• Collaborates – Builds partnerships and works collaboratively with others to meet shared objectives. For example, finds many ways to add value to the team; probes to draw out richer input from others; is a valued resource who goes out of the way to help others. 


• Decision Quality – Makes good and timely decisions that keep the organization moving forward. For example, knows when to act independently and when to escalate issues. Integrates various inputs, decision criteria, and trade-offs to make effective decisions. Typically makes good independent decisions. 


• Self-Development – Actively seeks new ways to grow and be challenged using both formal and informal development channels. For example, takes advantage of available opportunities to update knowledge, skills, and abilities and to apply them on the job. Seeks guidance concerning opportunities and resources for continuous learning and development.

Essential Responsibilities:

• Manage sensitive matters with a high level of confidentiality and discretion, especially decisions directly impacting the operations of the company.


• Prepare Word, Excel, PowerPoint presentations, agendas, financial reports, special projects, and other documents in support of objectives for the organization.


• Arrange travel and accommodation for VP of Operations and other Operations team members when and as needed. Prepare and or approve expense reports as asked and within the guidelines of corporate financial governance policies and procedures.


• Coordination of company strategic initiatives within the Operations Leadership team, and the KPI’s associated with those initiatives. Provide timely updates, assign Champions, track progress, and report out to the VP of Operations and other Operations Leadership team members as required.


• Excellent communication and time management skills; proven ability to meet deadlines.


• Support correspondence for internal announcements, meetings, and other supporting activities that the Operations leadership team is involved with.


• Assist in preparing and managing presentations and slide decks for VP of Operations and other Operations Leadership for Ops meetings on a regular basis.


• Use discretion, confidentiality, and good judgment to handle all matters.


• Represent the company and the Operations Team in a positive light through great follow-through skills and sound judgment.


• Complete ad hoc projects as assigned.


• Owns induction and housekeeping for the Keating front office area, ensuring visitors are greeted and welcomed to ADAC, and responsible for public working and meeting spaces are maintained in good order at all times. 

Education & Experience: 

Other Knowledge, Skills & Abilities:

4) Excellent written and verbal communication skills

5) Confidential and discreet in all matters

6) Excellent interpersonal skills with individuals at all levels of the organization

7) Proficient in working with Microsoft 365 products such as Word, Excel, and Powerpoint

8) Attention to detail, in all aspects of the job, and a commitment to excellence

9) Manage projects to completion

10) Prioritize a variety of tasks

11) Follow up on needed resources

12) Meet deadlines and work with a sense of urgency.

Non-Essential Responsibilities: