Executive Assistant + Office Coordinator

WHO WE ARE

Machine Sciences makes machined parts perfectly for our partners and customers -- some of the world’s most advanced companies who are at the forefront of innovation. We hold ourselves to the highest standards in rapid development and pride ourselves on producing some of the most complex machined parts for world-changing technologies. Our team is growing with our business, and we are seeking highly talented, energetic people, driven people to join our team of go-getters in delivering superior products and top-notch support. 

OVERVIEW

We are seeking a highly organized, detail-oriented, and proactive professional to join our team as the Executive Assistant and Office Coordinator.. This dual-role position is responsible for managing the front office operations, serving as the first point of contact for visitors, vendors, and customers, while also providing high-level administrative and organizational support to the CEO and management team.

This role requires excellent communication skills, a strong work ethic, and the ability to balance daily administrative tasks with executive-level coordination in a fast-paced machine shop environment.

ESSENTIAL DUTIES RESPONSIBILITIES

Office Coordinator Admin

• Greet and assist visitors, vendors, and delivery personnel professionally and courteously.
• Answer and route phone calls; respond to general inquiries and emails.
• Manage incoming and outgoing mail, packages, and shipments.
• Maintain a clean, organized, and welcoming front office and reception area.
• Order and track office and breakroom supplies.
• Assist with scheduling meetings, coordinating conference room use, and preparing materials for company events.
• Other projects as assigned.

Executive Assistant to the CEO

• Proactively manage the CEO’s calendar, appointments, and travel arrangements.
• Prepare reports, presentations, and correspondence on behalf of the CEO.
• Execute ad hoc or in-depth research projects as needed.
• Coordinate meetings, take detailed notes, and ensure follow-up on key action items.
• Maintain confidentiality and handle sensitive information with discretion.
• Support project tracking and internal coordination for strategic initiatives.
• Serve as a liaison between the CEO and internal departments, ensuring clear communication and task follow-through.
• Assist with customer relationship management, quotes, and proposals as directed.
• Other projects as assigned.

QUALIFICATIONS

• Education: Associate’s or Bachelor’s degree preferred (Business Administration or related field a plus).
• Experience: 2 years in an administrative, office management, or executive assistant role; manufacturing or machine shop experience strongly preferred.
• Strong communication, organization, and time management skills.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Comfortable with basic ERP, CRM, or scheduling systems.
• Ability to multitask, prioritize, and stay calm under pressure.
• Professional demeanor and strong attention to detail.

WHAT WE OFFER

Machine Sciences takes pride in creating a culture for our employees that supports and fosters growth, offers exciting challenges, and promotes talent. Like our customers, innovation is in our DNA, and so we invest in the latest and greatest machinery and technology and have hired some of the industry’s most talented to learn from. As part of the Machine Sciences team, here are just a few of the perks you can expect:

• A benefits package that includes top-rate medical, dental, and vision plans
• Paid holidays, vacation, sick leave, and overtime opportunities
• Competitive compensation plans
• 401k Match
• A Culture Team that runs many employee events such as golf tournaments, bowling competitions, monthly lunches, etc.

CORE VALUES

Machine Sciences takes our Core Values very seriously. You’ll thrive in our culture if these describe you:

• Humble
• Collaborative
• Hungry
• Smart