Administrative Assistant

Rhoads-Industries,-Inc.; Philadelphia (Philadelphia County); On-site; USD 65,000 - 95,000; Full time

Benefits offered by this job

Competitive health insurance packages

401k matching

PTO

Job summary

Rhoads Industries, a long‑standing Philadelphia‑based shipyard and industrial services provider, is seeking a 1st shift Administrative Assistant. You will support the Vice President, Operations with research, reporting, and clerical tasks, while coordinating calendars, meetings, and travel.

Strong discretion and executive‑level communication are essential in a fast‑paced environment. The role emphasizes cross‑department collaboration, document preparation, and efficient office management within

Qualifications

• 8–10 years of experience in project coordination and executive assistance.
• Minimum of 5 years of experience providing high‑level support to senior executives.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational and written/verbal communication skills.
• Discretion and confidentiality are essential attributes.

Responsibilities

• Provide high‑level administrative support to the Vice President, Operations, including research, reports, and correspondence.
• Maintain the Operations calendar; schedule meetings, appointments, and travel.
• Screen calls, prepare minutes, and coordinate conferencing.
• Draft internal and external communications; handle confidential information with discretion.
• Organize meetings, book venues, prepare agendas and materials; record minutes.
• Arrange travel itineraries, accommodations, and expense reports.
• Support project planning and track timelines and deliverables.

Skills

Project coordination

Executive assistance

Organizational skills

Communication skills

Discretion

Multitasking

Time management

Microsoft Office

Education

Associate’s degree or Bachelor’s in Business Administration or Office Administration

Tools

Microsoft Office Suite

Job description

Founded and family‑owned since 1896, Rhoads Industries is a total solution provider of industrial fabrication, mechanical/maintenance and maritime services. In addition to our field service and project skilled labor, Rhoads has expansive shipyard facilities and over 300,000 square feet of heavy manufacturing space located in The Navy Yard in Philadelphia. Rhoads’ capabilities enable our customers to achieve superior results by deploying our diverse, highly skilled workforce and fabrication capabilities across commercial, government and maritime projects, all backed by state‑of‑the‑art resources and a 100+ year legacy of leadership.

As a member of the Rhoads team, you’ll join a quickly growing team of energetic, skilled tradespeople and professionals who are committed to delivering exceptional products and services to our customers across every market we serve. We are building on our success across more than a century by continuing to grow an innovative company dedicated to building exciting careers. Come join our journey, and experience what it means to be Done Right with Rhoads.

We are currently looking for a 1 st Shift Administrative Assistant to join our dynamic, fast‑paced, and growing team. The Administrative Assistant provides high‑level administrative support to the Vice President, Operations by conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. The position serves as the primary point of contact between the Operations team and various departments, ensuring seamless communication, collaboration, and execution of projects and strategic initiatives.

What You Will Be Doing

Administrative Support:

• Manage and maintain the Operations calendar, including scheduling appointments, meetings, and travel arrangements. Will also provide high‑level administrative support to the Operations team and will prepare minutes and correspondence.
• Screen and direct phone calls and distribute correspondence.
• Prepare and edit correspondence, reports, and presentations.
• Handle sensitive and confidential information with discretion

Meeting Coordination:

• Organize and coordinate meetings, conferences, and events, including booking venues, arranging logistics, and preparing agendas and meeting materials.
• Record minutes during meetings and follow up on action items. Maintain accurate records and documentation for projects, meetings and correspondence.
• Assist in the preparation of presentations, reports and other materials for meetings and presentations.

Communication:

• Serve as a point of contact between the Operations team and internal/external stakeholders.
• Draft and distribute internal and external communications.
• Handle sensitive and confidential information with discretion.

Research and Reporting:

• Conduct research and compile data to support decision‑making processes.
• Prepare reports, presentations, and briefs for meetings and projects.
• Collect and analyze data to generate insight and recommendations for decision making.

Travel Arrangements:

• Arrange travel itineraries, accommodation, and transportation for the executive and other team members as needed.
• Prepare travel expense reports, invoices, and IRs and ensure timely reimbursement.

Project Management:

• Assist in the planning and execution of special projects and initiatives.
• Track project timelines and deliverables, ensuring alignment with organizational goals.

Office Management:

• Maintain office supplies and equipment, coordinate maintenance and repairs.
• Ensure the executive office is organized and operates efficiently.
• Additional duties as assigned.

Your Background

• Associate’s degree or Bachelor’s in Business Administration, Office Administration, or a related field is a plus.
• Minimum of 8-10 years of experience in project coordination and executive assistance or similar role.
• A minimum of 5 years of experience providing high‑level support to senior executives.
• Strong organizational and communication skills.
• Demonstrates a high degree of professionalism and discretion
• Ability to work across teams with a variety of projects
• Ability to effectively manage multiple tasks and priorities in a fast‑paced environment
• Proven experience as an executive assistant or in a similar administrative role.
• Expert in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Minimum typing skills of 70 to 100 words per minute
• Excellent organizational and time‑management skills.
• Strong written and verbal communication skills.
• Ability to multitask and prioritize tasks effectively.
• Discretion and confidentiality are essential attributes.

The Work Environment at Rhoads

• This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.
• The performance of this position involves exposure to construction or industrial areas where the use of personal protective equipment such as safety glasses, hard hats and hearing protection is required.

What Rhoads Can Offer You

At Rhoads Industries, our team is the foundation of our success. Along with a competitive salary, we offer a variety of additional benefits designed to support your well‑being and promote a healthy work‑life balance for you and your family.

Benefits include:

• Competitive health insurance packages
• 401k matching
• PTO

Our Location

We are based out of The Navy Yard in Philadelphia, a reimagined industrial locale with more than 150 companies, 15,000+ people, 20 acres of parks, dining options, public art, and events throughout the year. Recognized as a leading model for repurposing military and industrial assets for a diversified modern economy, The Navy Yard has been dubbed “the coolest shipyard in America.”

For more information about Rhoads Industries and our opportunities please visitRhoadsInc.com and follow us onLinkedIn .

Rhoads Industries, Inc. is an Equal Opportunity Employer, making decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, veteran status, and disability.