Executive Assistant​/Office Coordinator

Location

Yorkville, Wisconsin

Poclain Hydraulics

At Poclain Hydraulics, we manufacture high-performance hydraulic solutions that power off-highway equipment around the world. Our North American operations combine advanced manufacturing, operational excellence, and customer‑focused execution to support continued growth across the industry.

The Executive Assistant / Office Coordinator serves as the professional face of the organization while providing high‑level administrative support to executive and functional leadership teams. This role manages front office operations, visitor coordination, executive scheduling, travel logistics, internal communications, event support, and cross‑functional administrative coordination.

Success in this role requires exceptional professionalism, discretion, adaptability, customer service orientation, and the ability to manage multiple priorities simultaneously within a dynamic manufacturing environment.

• Serve as the first point of contact for visitors, customers, vendors, and corporate guests
• Manage front reception operations, visitor sign‑in procedures, badges, and site access
• Coordinate meeting logistics, hospitality, meals, conference rooms, and visitor schedules
• Maintain a professional and organized front office environment
• Answer and direct incoming calls and inquiries
• Support facility security and visitor compliance procedures

• Provide administrative support to leaders across HR, Sales, Operations, Quality, Logistics, and Executive Leadership
• Manage calendars, meetings, appointments, and scheduling priorities
• Prepare reports, presentations, meeting materials, and communications
• Coordinate leadership meetings including agendas, room setup, and follow‑up actions
• Handle confidential and sensitive information with professionalism and discretion

• Coordinate domestic and international travel arrangements including flights, hotels, transportation, and itineraries
• Support visiting corporate personnel with lodging, schedules, and site logistics
• Assist with travel booking systems and administrative processes
• Quickly resolve schedule changes and travel‑related issues

• Coordinate employee events, leadership meetings, celebrations, and site functions
• Support employee engagement activities and company initiatives
• Manage catering, refreshments, and event logistics
• Assist with cost‑conscious hospitality and event planning

• Maintain site calendars and internal scheduling systems
• Coordinate mail distribution, packages, office supplies, and administrative processes
• Support onboarding logistics and documentation coordination
• Maintain internal TV communications and visual messaging systems
• Assist with special projects and cross‑functional administrative support

• High school diploma or GED
• 3+ years of experience in an administrative, executive assistant, office coordinator, or similar role
• Strong proficiency in Microsoft Outlook, Word, Excel, and Power Point
• Excellent verbal and written communication skills
• Strong organizational and multitasking abilities
• High level of professionalism and confidentiality
• Strong customer service mindset and interpersonal skills

• Bachelor’s degree in Business or related field
• Experience supporting multiple senior leaders
• Manufacturing or industrial environment experience
• Experience coordinating travel and corporate events
• Familiarity with ERP systems, travel systems, or administrative platforms

• Executive Presence
• Professional Communication
• Organization & Prioritization
• Initiative & Ownership
• Adaptability
• Hospitality Mindset
• Discretion & Judgment
• Cross‑Functional Collaboration

This position is fully on‑site within a manufacturing facility environment. The role regularly interacts with office personnel, operational leaders, production employees, customers, vendors, and international visitors. Occasional exposure to production and warehouse environments may occur, including noise, moving equipment, varying temperatures, and industrial conditions.…