Executive Admin. Assistant, for Production

Key Responsibilities

• Meeting & Calendar Management
  • Schedule and coordinate meetings, including recurring leadership and team huddles.
  • Manage executive calendars, resolve scheduling conflicts, and prioritize appointments.
  • Prepare meeting agendas, take detailed notes, and document action items.
  • Use Microsoft Planner to delegate, track, and follow up on tasks.
  • Escalate unresolved or overdue action items to leadership.
• Operational Support
  • Assist with onboarding coordination for new hires (e.g., scheduling training, setting up access).
  • Track and follow up on deliverables across multiple departments.
  • Maintain shared resources such as OneNote playbooks, SOP libraries, and team directories.
  • Support document management including formatting, version control, and archiving.
  • Coordinate logistics for team events, leadership offsites, and client visits.
  • Orchestrate prescribed electronic surveys, summarizing responses for leadership review.
  • Proactively monitor departmental ServiceNow work queues, summarizing volume and aging to leadership.
• Reporting & Documentation
  • Compile and format reports, presentations, and dashboards for leadership review.
  • Assist with time studies and productivity tracking initiatives.
  • Maintain action logs and ensure timely completion of delegated tasks.
  • Support project tracking and documentation for operational initiatives.
  • Assemble Excel worksheets as prescribed, collaborating as necessary with data source owners.
• Other duties as assigned.

Skills Required

• Associates degree or greater preferred or equivalent experience.
• Excellent written and verbal communication skills; able to interact professionally across all levels.
• Highly organized with strong attention to detail and the ability to manage multiple priorities.
• Proficient in Microsoft Outlook, Teams, Word, Excel, PowerPoint, and Planner.
• Strong follow-through, accountability, and ability to work independently.
• Comfortable handling confidential information with discretion.