Executive Assistant

Essential Duties and Responsibilities

The Executive Assistant provides high-level administrative and operational support to the Chief Operating Officer (COO), helping to coordinate priorities across departments, maintain accurate records and communications, and support efficient execution of day-to-day operations and key business initiatives.

Primary Responsibilities

Executive and Operational Support

• Coordinate resources, materials, documentation, and staffing support for daily operations and assigned projects.

• Reconcile planned-to-actual production data and maintain accurate operational records.

• Track the status of quality-approved finished goods to support shipping, invoicing, and order fulfillment activities.

• Coordinate requests for quotation, sourcing, purchase requisitions, inventory support, and customer follow-up as needed.

• Support employee engagement initiatives, onboarding coordination, training documentation, and cross-functional communication with HR and department leads.

• Assist with continuous improvement and compliance activities, including root cause analysis, 5S and safety initiatives, and related operational programs.

Production Support

• Coordinate with team members to confirm assignments, required materials, documentation, and production priorities, as needed.

• Prepare and distribute paperwork and labels to support accurate customer assembly and production documentation, when needed.

• Identify and communicate opportunities to improve productivity, organization, and workflow efficiency.

Shipping and Inventory Coordination

• Coordinate shipping and receiving activities, including verifying documentation, preparing shipping labels, and arranging shipments with approved carriers.

• Maintain accurate digital and physical inventory records to support operational control and traceability.

People and Safety Support

• Support HR and department leadership with employee development, engagement, and retention initiatives.

• Provide administrative support related to staffing coordination, documentation, and operational planning.

• Document workplace incidents and coordinate appropriate follow-up actions to support a safe work environment.

Project and Documentation Support

• Maintain customer and supplier contact records and route customer-supplied documents to the appropriate document control resource.

• Assist with sourcing materials and coordinating administrative requirements for new and ongoing projects.

• Track products sent to and returned from sterilization providers and support timely customer invoicing.

• Monitor and coordinate cleanroom personal protective equipment (PPE) supplies.

Communication

• Promote clear, timely, and professional communication across shifts, departments, and business functions.

• Compile and communicate relevant information regarding operations, shift activities, and departmental priorities.

• Report unsafe conditions and escalate issues appropriately.

• Recommend improvements that enhance productivity, efficiency, cost effectiveness, and organization.

• Perform other duties and special projects as assigned.

Secondary Functions

Additional responsibilities may include:

• Assist the COO and other department leaders with special projects and administrative needs, as assigned.

• Support compliance with workplace safety expectations, including appropriate use of personal protective equipment.

• Help maintain a clean, organized, and safe work environment.

• Communicate resource needs and availability to support smooth daily operations.

Minimum Qualifications (Knowledge, Skills, and Abilities)

Education and/or Work Experience Requirements

• Education: High school diploma or equivalent required; some college coursework or an associate degree preferred.

• Specialized Training: Training in office administration, business operations, customer service, or related areas is preferred.

• Experience: Minimum of two years of experience in executive support, office administration, or operations coordination.

• Proficiency in standard business software, including word processing, spreadsheets, email, and document management tools, is required.

Expertise, Skills and Abilities

• Strong verbal and written communication skills, including the ability to read, write, and speak English fluently.

• Working knowledge of computers and business software used for data entry, reporting, communication, and document management.

• Experience with IQMS or a similar manufacturing ERP system is preferred.

Physical Demands and Work Environment

Physical Requirements

• Must be able to perform the essential functions of the position safely and effectively, with or without reasonable accommodation, in accordance with applicable federal, state, and local laws.

• Duties may include repetitive lifting, reaching, standing, squatting, pushing, pulling, kneeling, bending, and frequent hand use.

• Must be able to lift and carry up to twenty (20) lbs.

Note

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

The company is an Equal Opportunity Employer, drug free workplace, and

complies with ADA regulations as applicable.