Executive Administrative Assistant; On-Site – Environmental Health & Safety; EHS

Position Summary

The Executive Administrator provides high-impact administrative, operational, and coordination support to the VP of Environmental Health & Safety (EHS) and enables effective execution across a global, matrixed EHS organization. This role manages complex calendar and travel logistics, supports key leadership rhythms (staff meetings, operating reviews, strategy sessions), and helps drive high quality, timely communications and follow-through on actions. The position requires excellent judgment, discretion with confidential information, and the ability to anticipate needs in a fast-paced environment.

• Manage a complex, frequently changing executive calendar across multiple time zones; proactively resolve conflicts and protect focus time.
• Coordinate domestic and international travel, including itineraries, visas (as needed), expense reporting, and last‑minute changes.
• Serve as a trusted gatekeeper for the VP, triaging requests, prioritizing actions, and ensuring timely responses and follow‑up.
• Prepare and edit executive‑ready materials (agendas, briefing notes, presentations, talking points) with accuracy and attention to detail.
• Handle confidential and sensitive information with discretion, including people matters, business strategy, and EHS incident communications.

• Plan and run logistics for recurring leadership meetings (e.g., EHS leadership staff meetings, operating reviews, and cross‑functional syncs).
• Build agendas in partnership with the VP and leadership team; collect pre‑reads, consolidate inputs, and ensure materials are distributed on time.
• Capture decisions and action items, maintain action logs, and drive follow‑up to closure across stakeholders.
• Coordinate complex events such as onsite leadership meetings, strategy sessions, and team off‑sites (rooms, catering, A/V, visitor access, site protocols).

• Support EHS administrative operations including purchase requisitions/POs, invoice processing, vendor onboarding coordination, and budget tracking.
• Maintain distribution lists, org charts, and contact lists for the EHS leadership team and key partners.
• Coordinate onboarding/offboarding logistics for direct staff of the VP (access requests, equipment requests, and coordination with IT/HR per process).
• Maintain organized electronic filing for key EHS leadership materials and meeting artifacts; apply naming/version control discipline.

• Draft and proofread internal communications on behalf of the VP (announcements, meeting notes, requests, and follow‑ups) ensuring a clear and professional tone.
• Coordinate with key partners (HR, Finance, Legal, Security, Corporate Communications, and site EHS teams) to align on deliverables, schedules, and approvals.
• Assist with preparation and routing of leadership communications related to EHS initiatives, training/campaigns, and time‑sensitive updates.
• Support logistics and tracking for high‑priority items, including executive reviews, external engagements, and conference participation.

• 5+ years of experience providing executive administrative support to a senior leader (Director, VP, or equivalent) in a complex, matrixed organization.
• Demonstrated ability to manage competing priorities, ambiguity, and frequent change with professionalism and calm.
• Excellent written and verbal communication skills; strong editing and formatting capability.
• Advanced proficiency with Microsoft Outlook, Teams, PowerPoint, Word, and Excel.
• High degree of integrity and discretion with sensitive and confidential information.

• Experience supporting an EHS, operations, manufacturing, engineering, or regulated function.
• Experience supporting budget, procurement, and vendor processes.
• Experience coordinating global teams and leaders across multiple time zones.
• Associate’s or Bachelor’s degree (or equivalent experience).

• Executive presence; sound judgment and ability to handle sensitive topics.
• Strong organizational skills; exceptional…