Executive Administrative Assistant

WHAT WE ARE LOOKING FOR

The Executive Administrative Assistant will operate in full compliance with applicable hygiene, safety, quality, and regulatory standards, and in alignment with the organization’s framework, company’s procedures, and the defined scope of responsibility the role is accountable for.

The Executive Administrative Assistant provides high-level administrative support to site operations, including direct assistance to the Site Director, the Human Resources Department, and the Site Leadership Team (SLT). This role requires exceptional organizational skills, strong attention to detail, and the ability to handle confidential and sensitive information with professionalism and discretion. In addition, this role requires the ability to communicate effectively at all levels of the organization.

• Provide comprehensive administrative support to the Site Director, including calendar management, meeting coordination, travel arrangements, and expense processing.
• Prepare, edit, format, and coordinate correspondence, presentations, reports, and other executive-level documents.
• Anticipate leadership needs and proactively support SLT initiatives to improve efficiency, communication, and organizational effectiveness.
• Assist with preparing meeting agendas, materials, taking minutes, and distributing follow-up documentation.

• Provide administrative support to the Human Resources department across key employee lifecycle processes, including recruitment, onboarding, and offboarding.
• Support the coordination of interview schedules, candidate visits, and related logistics in partnership with HR and hiring managers.

• Serve as a key administrative resource for operations staff and site personnel, ensuring smooth communication and workflow across departments.
• Coordinate plantwide meetings, town halls, safety events, audits, and cross-functional activities.
• Support the planning and execution of employee engagement programs, recognition events, wellness activities, annual celebrations, and other sitewide initiatives.
• Coordinate training room scheduling, room setup, and materials for on-site training sessions.

• Manage incoming communications (email, phone, visitors) and route inquiries appropriately.
• Assist with internal communications, including announcements, newsletters, and updates to bulletin boards or digital displays.
• Organize and maintain electronic and physical filing systems in compliance with company policies and regulatory requirements.
• Handle confidential and sensitive information with the highest level of discretion and integrity.

• Manage general site administrative operations, including office supplies, purchasing card transactions, mail distribution, shipping and receiving of administrative packages, document courier requests, and coordination of facility service needs for administrative spaces.
• Serve as a point of contact for visitors, contractors, service providers, auditors, and corporate leadership; assist with organizing plant tours as needed.

• Provide backup administrative support to other departments during absences or peak workload periods.

Performs other duties as assigned by management.

• Associate’s or Bachelor’s degree in Business Administration or a related field.
• Minimum of 5 years of executive administrative assistant experience.
• High proficiency in Microsoft Office applications (Outlook, Word, Excel, PowerPoint).
• Demonstrated ability to maintain strict confidentiality with sensitive and proprietary information.
• Strong organizational, communication, and multitasking skills.
• Ability to work independently, exercise sound judgment, and manage competing priorities in a fast-paced environment.

• Experience supporting Human Resources functions and/or senior leadership teams.
• Familiarity with cGMP environments or other regulated industry standards.
• Notary certification.

• Ability to lift and carry up to 25 lbs. occasionally (e.g., office…