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…