The Executive Assistant provides administrative support and coordination needs across the organization. This role plays an important part in keeping day-to-day business activities organized, ensuring information flows effectively, and supporting coordination between leadership, employees, clients, vendors, and other external stakeholders.
Working in a fast-paced manufacturing and engineering environment, the Executive Assistant maintains a variety of responsibilities including scheduling, travel coordination, meetings, document preparation, corporate events, and general organizational support. The successful candidate will be highly organized, adaptable, and comfortable managing competing priorities while exercising professionalism, discretion, and sound judgment.
Key Responsibilities
- Handle front desk responsibilities, including greeting and directing visitors, answering incoming calls, and maintaining the visitor log.
- Provide day-to-day administrative support, including calendar management, scheduling, correspondence, and coordination of priorities.
- Coordinate internal and external meetings, including scheduling, meeting logistics, agendas and materials.
- Prepare, format, and distribute correspondence, presentations, reports, meeting materials, and other business documents.
- Support administrative and coordination needs across departments to help facilitate efficient day-to-day operations.
- Coordinate company meetings, employee events, client visits, and other corporate activities.
- Assist with expense reporting, credit card reconciliation, purchase coordination, and other administrative documentation.
- Act as a point of coordination between executives, employees, clients, vendors, and other external stakeholders as required.
- Maintain organized electronic and physical records and ensure confidential and sensitive information is handled appropriately.
- Coordinate office-related services, supplies, vendors, and other administrative requirements as needed.
- Track administrative action items and follow up with appropriate individuals to support timely completion.
- Assist with onboarding and other employee-related administrative activities as required.
- Support internal communications and the distribution of company information and announcements.
- Support Rockford’s Corporate Travel portal, including employee access, profile management, and general travel-related assistance.
Qualifications & Experience
- Previous experience in an Executive Assistant, Administrative Coordinator, Office Administrator, or similar role.
- Experience working in a manufacturing, engineering, industrial, or professional services environment is considered an asset.
- Strong organizational and time-management skills with the ability to manage multiple priorities and changing demands.
- Excellent written and verbal communication skills.
- Strong attention to detail and commitment to accuracy.
- Demonstrated professionalism, discretion, and ability to handle confidential and sensitive information.
- Strong interpersonal skills and the ability to work effectively with executives, employees, clients, vendors, and other stakeholders.
- Proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
- Ability to work independently, exercise sound judgment, and take initiative.
- Experience coordinating business travel, meetings, and corporate events is considered an asset.
What We’re Looking For
We are looking for someone who is dependable, resourceful, and highly organized, with a willingness to support wherever needed. You are comfortable balancing the needs of multiple executives while also contributing to the broader administrative needs of the organization. You anticipate what needs to happen next, communicate effectively with people at all levels, and take ownership of ensuring administrative details are handled accurately and efficiently.
