Executive Administrative Assistant

Hengst Filtration | North America; Durham (NC); On-site; USD 50,000 - 75,000; Full time

Job summary

A leading industrial machinery manufacturer is seeking an Executive Administrative Assistant to support the President and manage office operations. The ideal candidate should have strong organizational and communication skills with 3–5 years of relevant experience. Responsibilities include executive support, office management, and coordinating an office relocation. This full-time position is based in Durham, North Carolina.

Qualifications

• Minimum 3–5 years of experience in an administrative support or office management role.
• Experience supporting executive leadership is highly desirable.
• Prior involvement in office setup or facilities coordination is a plus.

Responsibilities

• Provide direct administrative support to the President and senior leaders.
• Oversee daily office operations to ensure a clean and efficient working environment.
• Support planning and execution of the company’s upcoming move to a larger office space.

Skills

Organizational skills

Communication skills

Multitasking

Attention to detail

Education

Associate’s degree in business or related discipline

Bachelor’s degree preferred

Job description

Executive Administrative Assistant — Hengst Filtration | North America

Overview

We are seeking a highly organized, detail-driven Executive Administrative Assistant to support our President and senior leadership team while also serving as the go-to resource for day-to-day office operations. This dynamic role requires a confident multitasker with strong administrative experience, exceptional communication skills, and the ability to keep people and processes on track. In addition to high-level executive support, this role plays a key part in managing general office functions and will take the lead in coordinating logistics for our upcoming office expansion and relocation.

Key Responsibilities

• Executive & Administrative Support
  • Provide direct administrative support to the President and senior leaders, including calendar management, meeting coordination, and travel arrangements.
  • Prepare, proofread, and manage business correspondence, reports, memos, and presentations.
  • Coordinate and facilitate meetings by preparing agendas, managing logistics, taking meeting notes, and ensuring timely follow-up on action items.
  • Track and submit expense reports, monitor budgets, and assist with financial documentation as needed.
  • Receive and manage internal and external communications with professionalism, discretion, and accuracy.
• Office Management & Operations
  • Oversee daily office operations to ensure a clean, organized, and efficient working environment.
  • Act as liaison with building management, vendors, and service providers (cleaning, IT support, equipment repair, etc.).
  • Manage office supply inventory and place timely orders to support team needs.
• Facilities & Office Move Coordination
  • Support planning and execution of the company’s upcoming move to a larger office space.
  • Assist with vendor selection and coordination (furniture, movers, IT setup, etc.).
  • Maintain timelines and communicate updates across departments to ensure a smooth transition.
• Additional Duties
  • Help coordinate internal communications, events, and meetings as needed.
  • Oversee the Hengst NA voicemail inbox, ensuring timely review and accurate routing of messages to the appropriate person or department.
  • Take on special administrative or operations projects to support business needs.

Qualifications

• Associate’s degree in business or related discipline; Bachelor’s degree preferred.
• Minimum 3–5 years of experience in an administrative support or office management role.
• Experience supporting executive leadership is highly desirable.
• Prior involvement in office setup, moves, or facilities coordination is a plus.

Work Environment & Physical Requirements

• Primarily a desk-based role with extended periods of computer use.
• Occasional lifting of up to 15 lbs (e.g., supplies, office materials).
• Must be able to walk, bend, and lift items associated with coordinating office logistics.

Position Details

• Seniority level: Mid-Senior level
• Employment type: Full-time
• Job function: Administrative
• Industries: Industrial Machinery Manufacturing