Executive Assistant

Summary

The Executive Assistant (EA) to the Operations Manager provides high-trust administrative and operational support to help the Operations Manager. This role owns calendar management, meeting coordination, email triage, and follow-through on action items. The EA also supports light project coordination, basic research, meeting notes, and organization of key information. Success in this role requires strong judgment, discretion, and the ability to keep multiple workflows moving without dropping details.

Key Responsibilities

Calendar & Meeting Management (Core)

• Own and manage the Operations Manager’s calendar: schedule, confirm, reschedule, and prioritize meetings.
• Coordinate cross-functional meetings with internal stakeholders (production, maintenance, quality, supply chain, safety, etc.).
• Build and distribute meeting agendas, pre-reads, and logistics (location/Teams links/attendees).
• Protect focus time and ensure the Operations Manager has realistic, executable daily schedules.
• Track recurring meetings and ensure invites, materials, and attendees stay current.

Email Triage & Communications Support

• Monitor and control the Operations Manager’s inbox: filter, categorize, and flag priorities.
• Draft responses and handle non-critical emails independently using established guidelines.
• Route requests to the right person when appropriate; reduce noise and prevent bottlenecks.
• Maintain professional communication with internal and external contacts.

Meeting Notes, Actions, and Follow-Up

• Attend designated meetings as a scribe and capture clear, actionable notes.
• Document decisions, owners, deadlines, and risks.
• Send concise meeting recaps within defined turnaround time (e.g., same day or within 24 hours).
• Track action items and follow up with owners to ensure closure.

Project & Administrative Support

• Provide light project coordination: timelines, task lists, status updates, and document organization.
• Help prepare materials for leadership updates (dashboards, summaries, slide outlines, basic reports).
• Maintain organized digital filing systems for meeting notes, project documents, SOPs, and references.
• Assist with routine admin tasks such as travel planning (if needed), expenses, ordering, and coordination of site visits.

Research & Preliminary Work

• Conduct basic research and gather preliminary information for decisions (vendors, tools, best practices, quick comparisons).
• Summarize findings clearly, citing sources and highlighting key takeaways and options.

General EA Support

• Handle confidential information with discretion and sound judgment.
• Anticipate needs, identify gaps, and propose improvements to routines and systems.
• Provide “catch-all” support to keep workflows clean and priorities moving.

Required Skills & Qualifications

• 2 years' experience supporting a leader or team in an administrative/EA/coordinator capacity (operations/manufacturing environment preferred).
• Strong calendar management experience (high volume, shifting priorities).
• Excellent written communication: ability to draft clear, professional emails and meeting summaries.
• Strong organization and follow-through; comfortable tracking action items and nudging owners.
• High discretion and professional judgment with sensitive information.
• Proficiency with Microsoft Outlook (calendar email) and Microsoft Office (Word/Excel/PowerPoint) or Google Workspace equivalents.
• Comfortable working with shifting priorities and minimal supervision.

Preferred Qualifications

• Experience in manufacturing, distribution, logistics, or plant operations.
• Familiarity with continuous improvement terminology (Lean/5S/Kaizen), basic production metrics, or project tracking tools (Planner, Smartsheet, Asana, etc.).
• Experience preparing simple reports or summaries for leadership.