Executive Administrative Assistant

Job Title: Executive Administrative Assistant

Department: Executive Office / HR Support / Customer Service

Reports To: President

Location: On-site

FLSA Status: Non-Exempt

Compensation: $17-$21 per hour to start, depending on experience

Position Summary

The Executive Administrative Assistant provides day-to-day administrative and operational support to the President of a personal care contract manufacturing company. This position supports scheduling, communication, document organization, meeting preparation, follow-up tracking, recruiting coordination, and customer service support in a highly regulated, fast-paced manufacturing environment.

This is a developing executive support position. As the successful candidate becomes familiar with the company, the President's priorities, internal processes, customer relationships, and the regulated manufacturing environment, the role will likely grow over time into a true Executive Assistant position with increased responsibility for executive-level coordination, project follow-through, confidential communication, and strategic administrative support.

The role requires professionalism, confidentiality, discretion, strong organization, and the ability to communicate effectively with internal teams, clients, candidates, and external partners.

Key Responsibilities

Administrative & Executive Support

• Support the President's calendar, help prioritize meetings, prepare agendas, and assist with schedule alignment around key business priorities.
• Prepare meeting materials, take meeting notes, organize action items, and help present or distribute minutes from previous meetings as needed.
• Assist with internal communications, presentations, external correspondence, and other business documents as requested.
• Track key priorities, deadlines, and project updates across departments to help ensure follow-through and timely execution.
• Serve as an administrative liaison between the President and internal departments, helping facilitate effective communication and issue resolution.
• Organize and maintain confidential business records, customer contracts, and key compliance documentation.
• Assist with special projects and process improvements as assigned, with increasing responsibility as the role develops.

Recruitment & HR Coordination

• Post job openings and manage applicant intake for production, quality, supply chain, and office staff positions.
• Review resumes, conduct initial screenings, and help assess candidates for culture and skill fit specific to regulated manufacturing roles.
• Coordinate interviews with department managers and maintain recruiting documentation for compliance and reporting.
• Assist HR with onboarding and new hire paperwork coordination.
• Maintain tracking of open roles, candidate progress, and hiring timelines for visibility at the executive level.

Customer Service & Client Support

• Field customer inquiries directed to the President, triage issues to the appropriate internal teams, and help ensure timely resolution.
• Assist in managing client follow-ups related to project timelines, documentation, or issue resolution.
• Help support exceptional customer experiences through timely responses, documentation, and internal coordination.
• Support the tracking of customer requests, concerns, or escalations and follow up with internal stakeholders for resolution.
• Interface with customers regularly to support satisfaction, communication, and relationship-building.

Qualifications

Education & Experience

• High school diploma or equivalent required; Associate's degree in Business Administration, Communications, or a related field preferred.
• 2 years of experience in administrative support, office coordination, customer service, HR coordination, or executive support preferred.
• Prior exposure to manufacturing, operations, regulated industries, recruiting, or customer-facing responsibilities is preferred but not required.
• Experience supporting leadership, managing confidential information, or coordinating cross-functional priorities is a plus.

Skills & Competencies

• Strong organizational and time management skills with high attention to detail.
• Excellent communication and interpersonal skills with the ability to manage multiple priorities professionally.
• Ability to handle and maintain confidential information with discretion.
• Strong written and verbal communication skills, including professional correspondence.
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Familiarity with ERP, ATS, and CRM systems, such as NetSuite, BambooHR, or Salesforce, is a plus.
• Understanding of cGMP, FDA-regulated environments, or contract manufacturing operations preferred.
• Willingness and ability to grow into a higher-level Executive Assistant role over time.