The Executive & Personal Administrator to the Chief Operating Officer serves as a trusted partner responsible for managing executive operations, coordinating strategic priorities, and supporting the personal administrative needs of the COO as a principal owner of the company. This role combines high-level executive support with personal assistance responsibilities, requiring exceptional discretion, sound judgment, and the ability to seamlessly manage both business and personal priorities.
The ideal candidate is highly organized, proactive, resourceful, and comfortable operating in a fast-paced manufacturing environment where priorities can shift quickly. This individual will act as an extension of the COO, helping maximize productivity, improve organizational effectiveness, and ensure both professional and personal commitments are managed efficiently.
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Executive Administration & Business Support
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Manage a complex and constantly changing executive calendar.
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Coordinate meetings, plant visits, customer engagements, and leadership events.
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Prepare reports, presentations, correspondence, agendas, and executive communications.
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Screen and prioritize incoming communications and requests.
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Coordinate business travel, accommodations, itineraries, and expense reporting.
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Track action items and ensure followthrough on key operational initiatives.
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Support strategic projects and crossfunctional activities across the organization.
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Serve as a liaison between the COO and leadership, employees, customers, vendors, and business partners.
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Coordinate personal appointments, scheduling, and commitments.
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Assist with personal travel planning and logistics.
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Manage household service providers, maintenance appointments, and vendor coordination.
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Handle personal correspondence, bill management, and administrative paperwork as assigned.
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Research and coordinate purchases, reservations, gifts, and special events.
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Assist with familyrelated scheduling and logistical needs.
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Manage confidential business and personal information with the highest level of discretion.
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Run personal errands and resolve timesensitive issues on behalf of the COO.
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Anticipate needs and proactively address issues before they become problems.
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Manage multiple competing priorities with minimal supervision.
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Maintain tracking systems for business and personal projects.
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Ensure deadlines, commitments, and followup items are completed accurately and on time.
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Identify opportunities to improve efficiency and organization.
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Assist with plantlevel communications and coordination across operations, production, supply chain, maintenance, quality, and safety teams.
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Prepare reports and presentations related to operational performance, productivity, and continuous improvement efforts.
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Support budgeting, forecasting, and operational planning activities as directed.
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Coordinate customer visits, executive meetings, audits, and operational events.
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Maintain organized records, files, contracts, reports, and business documentation.
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Process invoices, purchase requests, and expense reports.
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Coordinate office and executive administrative functions.
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Develop and improve administrative processes to increase efficiency.
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Qualifications
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5+ years supporting senior executives, business owners, or Csuite leaders.
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Demonstrated experience handling both executive and personal administrative responsibilities.
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Strong organizational, multitasking, and project management skills.
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Proven ability to manage multiple priorities in a fastpaced environment.
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Excellent written and verbal communication skills.
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Advanced proficiency in Microsoft Office Suite and business technology platforms.
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Ability to work independently and make sound decisions.
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Strong attention to detail and problemsolving skills.
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Demonstrated ability to maintain confidentiality and exercise sound judgment.
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Valid driver's license and reliable transportation for local errands and business needs.
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Willing to travel on occasion
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Associate's or Bachelor's degree in Business Administration or related field.
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Experience in a manufacturing, operations, supply chain, or industrial environment.
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Experience supporting an entrepreneur, business owner, or familyowned business executive.
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Project management experience.
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Familiarity with ERP systems, production reporting, and operational metrics.
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Absolute confidentiality and trustworthiness
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Strong sense of urgency
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Executive presence and professionalism
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Resourcefulness and initiative
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Adaptability and flexibility
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Attention to detail
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Relationship management
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Problem solving
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Accountability and ownership mindset
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The ideal candidate thrives in a highly visible role supporting a hands-on executive owner. They are equally comfortable coordinating an operational review meeting with plant leadership, arranging complex travel schedules, managing confidential business information, or handling personal administrative requests. They anticipate needs, solve problems independently, and bring a service-oriented mindset to every task.
Reports To: Chief Operating Officer / Owner
Location: Primarily On-Site / Hybrid (as required by business operations)
Employment Type: Full-Time
This role requires flexibility to support both professional and personal priorities while maintaining the highest standards of confidentiality, professionalism, and responsiveness.
