Operations Executive Administrative Assistant

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Position Title: Operations Executive Administrative Assistant

Department: Operations

Location: Keating – Muskegon, Muskegon, MI, US

Reports To: VP of Manufacturing Operations

Approved Date: 11/1/2024

Revision Date: 8/1/2024

Salary: $57,645.00 to $82,000.00 annually (Bi-Weekly, Full Time, Salaried)

Position Summary:

The Operations Executive Administrative Assistant will provide high-level administrative support to the Vice President of Manufacturing Operations and other Operations Leadership functions. Reporting directly to the VP of Operations, this role involves providing executive-level support in a direct and collaborative manner. The role may interface with the company’s executive team and manage high level meetings. The Operations Administrative Assistant must be creative and enjoy working within a fast-paced and dynamic environment.

The ideal individual will have the ability to exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative and organizational skills, possess basic financial acumen, exercise discretion, and balance multiple competing priorities.

• Action Oriented – Take on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm. Identify what needs to be done and act quickly. Demonstrate optimism and enthusiasm that positively affects others. Work independently, but know when to ask for help.
• Collaborates – Build partnerships and work collaboratively with others to meet shared objectives. Add value to the team; solicit input from others; be a valued resource who helps others.
• Decision Quality – Make good and timely decisions that keep the organization moving forward. Know when to act independently and when to escalate issues. Integrate inputs and trade-offs to make effective decisions; typically make good independent decisions.
• Self-Development – Actively seek new ways to grow and be challenged using formal and informal development channels. Update knowledge, skills, and abilities; seek guidance for continuous learning and development.
• Manage sensitive matters with a high level of confidentiality and discretion, especially decisions directly impacting operations.
• Prepare Word, Excel, PowerPoint presentations, agendas, financial reports, special projects, and other documents in support of organizational objectives.
• Arrange travel and accommodations for VP of Operations and other Operations team members; prepare and/or approve expense reports per corporate governance policies.
• Coordinate strategic initiatives within the Operations Leadership team; track KPIs, provide updates, assign Champions, and report progress to leadership as required.
• Maintain excellent communication and time management skills; proven ability to meet deadlines.
• Support correspondence for internal announcements, meetings, and other activities involving the Operations leadership team.
• Assist in preparing and managing presentations and slide decks for the VP of Operations and other Operations Leadership for Ops meetings.
• Use discretion, confidentiality, and good judgment to handle all matters.
• Represent the company and the Operations Team in a positive light through follow-through and sound judgment.
• Complete ad hoc projects as assigned.
• Own induction and housekeeping for the Keating front office area, ensuring visitors are welcomed to ADAC, and public work and meeting spaces are maintained in good order.

• 3-5 years’ work experience and/or associate degree.
• Project Management experience or certification preferred.

• Excellent written and verbal communication skills
• Confidential and discreet in all matters
• Excellent interpersonal skills with individuals at all levels of the organization
• Proficient in Microsoft 365 products such as Word, Excel, and Power Point
• Attention to detail and a commitment to excellence
• Manage projects to completion
• Prioritize a variety of tasks
• Follow up on needed resources
• Meet deadlines and work with a sense of urgency