Executive Assistant - Operations

This position acts as the strategic backbone of the Operations organization by integrating administrative excellence, operational efficiency, cross‑functional alignment, and continuous improvement initiatives. The role blends high‑level operational coordination with tactical execution, ensuring that the VP of Operations and the broader Operations organization run with precision, visibility, and accountability.

Key Responsibilities:

1. Strategic Support to VP of Operations

• Own the creation, coordination, and continuous improvement of the operations operating rhythm.
• Track division‑wide commitments, action items, and deliverables, ensuring follow‑through and timely execution.
• Manage high‑priority initiatives on behalf of the VP; act as an extension of their leadership.
• Provide decision support by gathering insights, preparing summaries, and pre‑evaluating risks.
• Draft executive communications and prepare board‑quality presentations.
• Own the VP’s strategic calendar, safeguarding focus time and elevating meeting quality with agendas, pre‑reads, and action summaries.

2. People, Staffing & Workforce Coordination

• Partner with HR, Payroll, and external staffing agencies to maintain stable workforce operations.
• Oversee onboarding for new hires, including first‑day administration and safety training.
• Support succession planning, workforce reporting, training compliance, and staffing optimization.

3. Administrative & Facility Operations Leadership

• Oversee administrative processes for the office, warehouse support areas, and production‑adjacent facilities.
• Manage vendor relationships for office equipment, repairs, and maintenance.
• Monitor space planning, workstation setup, asset tracking (incl. mobile devices), and facility readiness.
• Ensure compliance with safety, cleanliness, and workplace protocols.

4. Communication, Culture & Engagement

• Lead internal communication strategy for Operations, including content for digital displays, town halls, newsletters, and event communication boards.
• Coordinate large‑scale employee events such as health/wellness clinics, training weeks, and town halls.
• Support leadership in driving a unified, informed, and engaged operational culture.

5. Process & Continuous Improvement

• Identify opportunities to eliminate waste, streamline workflows, and simplify administrative or operational processes.
• Support cross‑functional transformation projects in Logistics, Warehouse, HR, and IT.
• Standardize templates, communication formats, meeting structures, SOPs, and reporting routines.

Core Capabilities Required

• Collaboration: Works seamlessly across functions; builds trust at all levels.
• Communication: Strong written and verbal communication; able to synthesize complex data for executives.
• Digital Savviness: High proficiency in Office 365, ERP systems, dashboards, analytics.
• Entrepreneurship: Acts proactively, anticipates needs, drives improvements.
• Accountability: Owns outcomes, follows through, and ensures closure on commitments.
• People Development: Supports workforce training, growth, onboarding, and employee experience.

Qualifications & Profile

• 5–7 years of experience supporting senior leadership, preferably within Operations, Logistics, or Manufacturing environments.
• Proven success in operations coordination, executive support, business cadence management, or administrative oversight.
• Strong command of Microsoft 365 (Teams, SharePoint, Excel, PowerPoint, Outlook).
• Experience with SAP or ERP systems preferred.
• Exceptional organizational, communication, and interpersonal skills.
• Demonstrated ability to multitask, drive follow‑up, and proactively manage priorities.
• High integrity with the ability to handle sensitive and confidential information.
• Strong problem‑solving, systems thinking, and continuous‑improvement mindset.

The typical base pay range for this position at the start of employment is expected to be between $65,000 - $75,000 per year.  GEA Group has different base pay ranges for different work locations within the United States. The pay range is not a guarantee of compensation or salary.  The estimated range is the budgeted amount for the position. Final offers are based on various factors, including skill set, experience, location, qualifications, and other job-related reasons.  You may be eligible for additional rewards, such as discretionary bonus (based on eligibility) and/or equity awards.

Please note: This position is based in the United States and does not offer visa or work sponsorship. Applicants must be authorized to work in the U.S. without current or future sponsorship.

GEA is an equal opportunity employer. Applicants will therefore receive consideration for employment without regard to age, sex, race, color, religion, world view, national origin, genetics, disability, gender identity, marital status, sexual orientation, veteran status or any other protected characteristic required by applicable law. Applicants with disabilities are welcome and will be given special consideration if they are equally qualified.

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