Shakespeare - Executive Assistant - Columbia (Administrative)
Executive Assistant - Columbia, SC
Position Summary
The Executive Assistant will provide comprehensive administrative support to senior executives. In addition to standard executive support tasks, this role involves interfacing with production teams, Sales, quality assurance, and supply chain departments. The ideal candidate will be detail-oriented, proactive, and comfortable navigating the fast-paced and multifaceted manufacturing environment while ensuring that critical projects and communications move seamlessly from concept to execution.
Essential Functions
- Manage complex calendars, including scheduling internal meetings, production site visits, and external engagements with vendors and industry partners.
- Organize, coordinate, and facilitate meetings or conference calls, preparing detailed agendas and accurate minutes.
- Screen phone calls, emails, correspondence, and legal agreements, prioritizing communication and relaying key messages to the executive leadership team.
- Draft, edit, and proofread professional communications, reports, proposals, and presentations with a clear understanding of technical and manufacturing terminology.
- Prepare internal and external documents that display clarity, strong organization, and logistics orientation, tailored to support manufacturing operations.
- Serve as the central point of contact between the executive office and various manufacturing departments—such as production, quality control, engineering, and logistics—to ensure smooth coordination.
- Assist in managing special projects or continuous improvement initiatives by tracking progress, coordinating meetings, and following up on deliverables.
- Support the integration of manufacturing data and performance metrics into executive reviews, enabling data-driven decision-making.
- Identify opportunities to streamline administrative processes within the executive office, especially those that directly affect the manufacturing flow or production timelines.
- Ensure the utmost discretion when handling sensitive operational, financial, and personnel information, exemplifying professionalism and trustworthiness at all times.
- Coordinate domestic and international travel arrangements, including booking flights, accommodations, and transportation for executive site visits or client meetings.
- Manage expense reports, procurement processes for administrative supplies, and maintain confidential files and records.
- Liaise with external vendors, suppliers, and stakeholders, ensuring that scheduling and communication align with the production cycles of the plant.
Position Specifications
Educational Background:
- Bachelor's degree in Business Administration, Communications, or a related field is preferred.
Experience:
- Minimum 3-5 years of experience supporting senior executives, ideally within a manufacturing or industrial environment.
- Previous work experience related to manufacturing is highly advantageous.
Technical Proficiency:
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Docusign.
- Familiarity with ERP systems or other manufacturing software is a plus.
Core Competencies:
- Exceptional organizational and time management skills with the ability to handle multiple priorities and deadlines.
- Strong written and verbal communication skills, capable of translating technical production information into clear business language.
- Detail-oriented professional with robust problem-solving abilities and a proactive attitude.
- Effective interpersonal skills to build relationships with team members across various departments while managing confidential information discreetly.
Work Environment:
- Primarily an office-based role, with periodic visits to manufacturing sites to better understand operational dynamics.
- The ability to work flexible hours, including occasional overtime during peak production periods or special projects, is essential.
- Fast-paced, collaborative, and dynamic environment that requires adaptability and a hands-on approach to support both strategic initiatives and day-to-day operations.
Summary
This role is crucial for ensuring that the executive office operates with precision and is deeply integrated with the daily workflows of the manufacturing business. By enhancing cross-departmental communication and managing logistics effectively, the Executive Assistant becomes a key enabler within the organization.
Compensation & Benefits
- Competitive salary based on experience
- Health, dental, and vision insurance
- 401(k) with employer match
- Paid time off and holidays
