Executive Administrative Assistant

Description

The Position:

The Executive Administrative Assistant provides comprehensive administrative, marketing, and operational support to the senior executive leadership team. This role ensures the smooth operation of the administrative building and supports key activities across both U.S. and Canadian operations.

The position serves as the internal linchpin for coordination, logistics, communication, and employee engagement—managing executive support functions, maintaining office organization, and helping deliver a consistent, positive employee and visitor experience. This individual will also assist in employee engagement, internal marketing, event planning, community relations, and communication efforts that promote culture change and employee connection across the organization.

About Port Townsend Paper Company (PTPC)

The Port Townsend Paper (“PTPC”) mill is proud to have been in continuous operation for more than 90 years. We use a blend of virgin and recycled fibers (Kraft and OCC pulp) to produce Kraft pulp, paper, containerboard, medium and market pulp. We have built a strong and loyal customer base by developing and nurturing strategic partnership-style relationships.

At PTPC we believe that a healthy and safe work environment is fundamental to the success of all employees. We put that belief into practice every day by managing risk and building safety reliability into our processes and procedures. Engaging and empowering our workforce to maintain world-class safety performance is the pathway to achieving operational excellence. We also strive to preserve the environment, be good neighbors, and remain a valued member of the local community. Many of our employees have enjoyed working at PTPC for the greater part of their careers; we have employees with 20, 25, 30, even 35 years of service. PTPC is proud to provide good, prevailing wage jobs on the Olympic Peninsula.

Qualifications

Job Responsibilities:

Executive & Administrative Support

• Coordinate travel, accommodations, and itineraries for members of the executive leadership team.

• Manage expense reports, reimbursements, and related documentation.

• Schedule and organize meetings across the organization.

• Prepare agendas, record minutes, and track follow-up actions for meetings where required, including executive and board-level sessions.

• Draft and distribute correspondence on behalf of the senior leadership team, maintaining strict confidentiality.

• Serve as the central point of contact for the administrative building — ensuring day-to-day operational needs are met.

Office & Facility Coordination

• Maintain office supply inventory and ensure break rooms, meeting spaces, and common areas are fully stocked and presentable.
• Oversee vendor deliveries and service calls for office-related needs (supplies, catering, maintenance requests, etc.).
• Oversee general logistics and maintenance coordination for the administrative building
• Act as liaison for facility needs between the mill and leadership needs.

Event Planning, Employee Engagement, & Internal Marketing

• Plan and coordinate company events, such as leadership retreats, quarterly business reviews, and employee appreciation activities.
• Handle logistics for meetings and events, including venues, lodging, catering, and vendor management.
• Lead HR-led engagement and recognition initiatives to promote company culture.
• Assist with internal communications, surveys, and employee feedback activities.
•  Develop and distribute internal marketing and communication materials that support culture change, employee engagement, and recognition programs.
• Create content for newsletters, digital signage, email messaging, and employee campaigns.
• Support visual and written communication for HR and leadership, ensuring messaging is clear, engaging, and aligned with company culture.

Community Relations, Communications & Marketing

• Support leadership with letters, announcements, and materials for external stakeholders and community partners.
• Help coordinate mill tours and local outreach events, including school visits, fairs, or community meetings.
• Monitor local news or community updates relevant to company operations and share with leadership.
• Route public or website inquiries to the proper departments and ensure prompt follow-up.
• Assist with light webpage/intranet updates, including posting announcements or updating content during key company initiatives or culture campaigns.
• Draft community- or employee-facing messaging that reflects the company’s values and supports ongoing culture-building efforts.

Operations & Special Projects

• Support coordination between U.S. and Canadian leadership teams on cross-border communications or projects.
• Assist in tracking key internal and external communications for consistency and follow-through.
• Perform special administrative or HR projects as assigned by the CHRO or executive leadership team.
• Participate in communication-focused or marketing-supported projects that unify messaging and enhance employee connection.

HR Support & Employee Services

• Serve as a point of contact for employee walk-ins, providing assistance or routing inquiries to appropriate HR team members.
• Monitor and respond to HR-related ticketing system traffic, ensuring timely follow-up and resolution.
• Support onboarding logistics, including scheduling orientation sessions, preparing materials, and coordinating with IT and facilities.
• Assist with maintaining employee records, distributing HR communications, and updating internal documentation.
• Help coordinate wellness initiatives, training sessions, and other HR programs as needed.
• Maintain confidentiality and professionalism in all employee interactions.

Qualifications:

• Bachelor’s degree in Marketing, Communications, Business Administration, or a related field preferred.
• 5 years of administrative or executive support experience in a corporate, manufacturing, or industrial environment.
• Experience developing communications or marketing content for internal audiences preferred.
• Experience supporting webpage or intranet content updates, newsletters, or employee engagement communications is highly desirable.
• Strong organizational skills and the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills; strong attention to detail.
• Demonstrated ability to handle sensitive and confidential information with discretion.
• Proficient in Microsoft Office Suite (Outlook, Teams, Excel, Word, PowerPoint).
• Experience coordinating events or managing office operations is preferred.
• Prior exposure to unionized or industrial settings a plus.
• Must be able to work on-site full-time with limited remote flexibility.
• Experience supporting C-suite executives preferred.
• Ability to work independently and collaboratively in a fast-paced environment.

Core Competencies

• Discretion & Integrity: Trusted with sensitive executive and employee matters.
• Organization & Follow-Through: Keeps operations running smoothly and proactively prevent issues.
• Initiative & Accountability: Anticipates needs and ensures deadlines are met.
• Cultural Stewardship: Supports HR and leadership in maintaining a positive, connected culture.
• Professional Presence: Represents the company with professionalism to employees, vendors, and community partners.
• Adaptability: Comfortable managing shifting priorities and navigating ambiguity.
• Communication: Skilled in professional communication across diverse audiences.
• Marketing & Message Crafting: Able to create engaging, clear, and employee-focused communication supporting culture and engagement efforts.

Employment Terms

• Full-time, Exempt position, with overtime as required.
• Salary Range: $90,000 to $110,000
• 3 weeks paid vacation
• 9 paid holidays and one paid personal holiday per calendar year.
• Retirement plan
• Employee Assistance coverage with full services, including dietary and nutritional services, retirement planning, and support services.

Salary : $90,000 - $110,000