What are the responsibilities and job description for the Executive Assistant & Office Coordinator position at Omegasonics?
Company Description
Omegasonics is a leading U.S. manufacturer of industrial cleaning systems utilizing advanced ultrasonic technology. We serve industrial, manufacturing, aerospace, defense, and commercial clients. We’re growing, and as we scale operations, we’re looking for high-integrity and growth-minded people to join our team
Role Description
This is a full-time role based in Simi Valley, CA. On-site 75-100% of the time. We're looking for a highly organized and proactive Executive Assistant & Operations Coordinator to support the leadership team in our day-to-day operations. This role blends classic executive support with high-level administration, and operational coordination across departments. Ideally someone who is great with multi-tasking, communication, helping establish effective workflows, and has skills with marketing.
Key Responsibilities
Leadership Support
- Manage executive schedule and meeting preparation.
- Serve as gatekeeper for communication, conduct follow-up, and information gathering.
- Coordinate travel, trade show logistics, and onsite/offsite meetings.
- Maintain confidentiality with sensitive business and personal information.
OPERATIONS COORDINATION
- Track and organize cross-department initiatives.
- Follow up on action items from leadership and ensure timely execution.
- Coordinate basic reporting.
- Assist with development and documentation of processes and internal workflows.
MARKETING & SALES SUPPORT
- Assist in preparation trade show materials and collateral.
- Coordinate booth logistics, registration, and follow-up.
- Assist with CRM maintenance and customer communications.
PEOPLE & ADMIN SUPPORT
- Support job postings, interviews, and on-boarding tasks.
- Assist with vendor coordination and purchasing follow-up.
SPECIAL PROJECTS
- Support facility expansion, equipment and vendor research, and more.
- Prepare reports for leadership.
Qualifications
- Strong skills as an Executive Assistant, Office Manager, Operations Coordinator, or other administrative support role.
- Highly organized.
- Ability to interface with different levels of the company from senior management to production staff
- Excellent communication, organization, and proactive problem-solving skills.
- Proficiency in MS Office, Google Workspace, Slack, and light project management tools.
- Manufacturing/industrial, Investment Firm, or Holding Company experience preferred.
- Previous experience in a similar role is an advantage.