Executive Administrative Assistant

Join Jack Link’s as an Executive Administrative Assistant! The Operations Executive Administrative Assistant provides high-level administrative and operational support to the Senior Vice President of Operations, Vice President of Engineering, and the broader Operations and Engineering organization. This role is responsible for coordinating complex travel, managing executive calendars, processing expenses and accounts payable, administering fleet operations, and supporting key meetings and events. The ideal candidate is highly organized, proactive, detail-oriented, and capable of managing multiple priorities while maintaining exceptional service and confidentiality.

KEY RESPONSIBILITIES

• Coordinate domestic and international travel arrangements for Operations and Engineering Team Members, including site-based employees, ensuring seamless itinerary planning, accommodations, ground transportation, and travel logistics.
• Provide comprehensive calendar management and travel coordination for the Operations and Engineering leadership team, aligning schedules with business priorities, project timelines, and operational needs.
• Process, reconcile, and submit executive expense reports for the Senior Vice President of Operations and Vice President of Engineering in compliance with company policies and reporting requirements.
• Review, code, and process accounts payable invoices and expenditures for the R&D Innovation Center and Safety departments, ensuring accurate coding, proper cost allocation, timely payment, and adherence to financial policies.
• Plan and coordinate team meetings, workshops, leadership meetings, employee engagement activities, and special events for Engineering, Continuous Improvement (CI), Safety, and the Support Center.
• Manage event logistics, including venue selection, vendor coordination, catering, communications, meeting materials, and onsite support.
• Administer the company fleet for site locations and the Support Center, including vehicle assignments, maintenance scheduling, registration renewals, licensing, and vendor relationships.
• Review, code, and process fleet-related invoices and expenses, including fuel, maintenance, repairs, registrations, insurance, and other fleet management costs.
• Maintain accurate records and documentation related to travel, expenses, accounts payable, fleet administration, and event planning while ensuring compliance with company policies.
• Serve as a trusted administrative partner to Operations and Engineering leadership by anticipating needs, managing priorities, and supporting efficient day-to-day operations.
• Collaborate with site leadership, Finance, Human Resources, Procurement, Support Center teams, and external vendors to ensure effective administrative support and service delivery.
• Identify opportunities to improve administrative processes, increase efficiency, and enhance the overall support provided to the Operations organization.
• Handle sensitive and confidential information with professionalism, discretion, and sound judgement.
• Perform other duties as assigned.

Key Competencies

• Exceptional organization and time management
• Strong attention to detail
• Customer-focused mindset
• Proactive problem-solving
• Adaptability and flexibility
• Effective communication and interpersonal skills
• Collaboration and relationship building
• Ability to manage competing priorities
• Financial and administrative accuracy
• Professionalism and discretion

WORK ENVIRONMENT

The work environment characteristics described here are representative of those a Team Member encounters while performing the essential functions of this job. The work environment is an office setting with varying degrees of temperature and noise levels. The vast amount of work is conducted in a climate-controlled office. Travel may be required.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an Team Member to be successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. 

While performing the duties of this job the Team Member is regularly required to sit, use hands and fingers, handle, or feel and talk or hear. The Team Member is occasionally required to stand, walk, and reach with hands and arms. The Team Member must occasionally lift and/or more up to 10 pounds. Specific vision abilities required by this job include close vision. 

• Bachelor’s degree preferred.  Associate’s degree or equivalent combination of education and experience.
• 5 + years of executive administrative support experience, preferably supporting senior leaders within manufacturing, engineering, operations, or supply chain organizations.
• Experience coordinating complex domestic and international travel.
• Experience managing executive calendars and supporting multiple leaders.
• Experience processing executive expenses and accounts payable transactions.
• Strong organizational and project coordination skills with the ability to manage multiple priorities simultaneously.
• Excellent verbal and written communication skills.
• High level of accuracy, attention to detail, and follow-through.
• Proficiency in Microsoft Office Suite, including Outlook, Excel, Word, PowerPoint, and Teams.
• Ability to maintain confidentiality and exercise sound judgment in handling sensitive information.
• Ability to work outside normal office hours as needed for emergencies

Preferred

• Experience supporting manufacturing or multi-site operations.
• Experience with SAP, Concur, or similar ERP and expense management systems.
• Experience with fleet administration or facilities support.
• Event Planning and meeting coordination experience.

The salary range for this role is $72,000- $87,000 (Annually).  Actual salaries will vary based on several factors, including but not limited to external market data, internal equity, location, and candidate skill set and experience. Base pay is just one component of Jack Link’s Total Rewards package for Team Members. Other rewards may include annual incentive and program-specific awards. Jack Link’s provides a variety of benefits to eligible Team Members, including medical, dental and vision benefits, life and disability insurance, 401k participation, paid holidays, and paid time off.

Disclaimer:

This job description is intended to generally describe the nature and level of work to be performed by employees in this position. It is not intended to be construed as an exhaustive list of all responsibilities and skills required of employees performing this role.

EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER:
Jack Link’s provides equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic that is protected by federal, state or local law.

E-VERIFY:
Jack Link’s is a participant in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees.  For information about the E-Verify program, please visit:  http://www.uscis.gov/e-verify/employeesAll your information will be kept confidential according to EEO guidelines.