Executive Administrative Assistant

VIVA USA Inc; San Antonio (TX); On-site; USD 70,000 - 95,000; Full time

Job summary

VIVA USA Inc. is seeking an Executive Administrative Assistant for Plant Operations & Strategic Support in San Antonio. You will partner with the Plant Manager and leadership team, manage calendars, plan travel, and prepare executive-level presentations and reports.

The role combines administrative excellence with strategic communication, data analysis, and cross-functional project coordination. The ideal candidate brings 5+ years of executive support in a manufacturing setting, advanced Office

Qualifications

• Associate degree required; bachelor’s preferred.
• 5+ years of executive administrative support for senior leaders.
• 3+ years in a manufacturing/industrial environment preferred.
• Advanced Microsoft Office skills including PowerPoint, Excel, Outlook, Word.
• Experience preparing executive presentations and boardroom-quality materials.

Responsibilities

• Serve as primary administrative partner to the Plant Manager and Operations Leadership Team.
• Manage executive calendars, travel, meetings, and leadership events.
• Create and maintain executive PowerPoint presentations for leadership reviews and corporate updates.
• Analyze production metrics, staffing trends, and KPIs; develop dashboards and visual reports.
• Coordinate cross-functional meetings and track action items across HR, Safety, Quality, Finance, and Operations.
• Support plant strategic initiatives and operational improvement projects.
• Provide liaison between executive leadership and plant leaders; support town halls and engagement activities.

Skills

Executive support

PowerPoint

Excel

Data analysis

Confidentiality

Manufacturing familiarity

Education

Associate's degree

Bachelor's degree preferred

Tools

Power BI

SAP

SuccessFactors

Job description

Executive Administrative Assistant – Plant Operations & Strategic Support

Position Summary

The Executive Administrative Assistant - Plant Operations & Strategic Support serves as a trusted business partner to the Plant Manager and senior leadership team within a complex manufacturing environment of approximately 1,200 employees. This role combines executive-level administrative support, project coordination, strategic planning assistance, data analysis, executive communications, and presentation development.

The ideal candidate is highly professional, proactive, able to anticipate leadership needs, and capable of translating operational data and business objectives into executive-ready presentations, reports, and action plans. This position requires exceptional organizational skills, discretion, and the ability to influence and coordinate across multiple functions including Operations, Human Resources, Safety, Quality, Materials, and Continuous Improvement.

Key Responsibilities

Executive Leadership Support

Serve as primary administrative partner to the Plant Manager and Operations Leadership Team.

Manage executive calendars, schedules, meetings, travel, and leadership events.

Anticipate leadership needs and proactively address priorities, scheduling conflicts, and critical deadlines.

Handle highly confidential employee, operational, financial, and organizational information with discretion.

Strategic Communications & Executive Presentations

Create and maintain executive-level PowerPoint presentations for leadership reviews, business updates, staffing strategies, operational reviews, and corporate presentations.

Translate complex operational and business information into compelling executive presentations and visual storytelling.

Prepare site communications, leadership updates, talking points, announcements, and meeting materials.

Analytics & Business Reporting

Analyze large data sets including production metrics, labor utilization, staffing trends, attendance, quality KPIs, safety metrics, and operational performance.

Develop dashboards, scorecards, visual reports, and leadership summaries.

Utilize Excel and Power BI to identify trends and support data-driven decision making.

Prepare weekly, monthly, and quarterly reporting packages for plant and executive leadership teams.

Project & Initiative Management

Support plant strategic initiatives and operational improvement projects.

Coordinate cross-functional meetings, action-item tracking, and follow-up activities.

Partner with department leaders to ensure timely completion of business objectives.

Track key milestones, deliverables, and project timelines.

Cross-Functional Partnership

Act as liaison between executive leadership and plant functional leaders.

Collaborate with HR, Safety, Quality, Maintenance, Finance, and Operations teams.

Support leadership events, employee engagement activities, town halls, and organizational initiatives.

Minimum Qualifications

Associate's degree required; Bachelor's degree preferred.

5+ years of executive administrative support experience supporting senior leaders, directors, plant managers, or executive-level leadership.

3+ years of experience in a manufacturing, industrial, operations, or production environment preferred.

Advanced Microsoft Office skills including:

PowerPoint (expert level)

Excel (pivot tables, dashboards, advanced formulas, data analysis)

Outlook

Word

Experience preparing executive presentations and boardroom-quality materials.

Proven ability to manage confidential information and highly sensitive business matters.

Preferred Qualifications

Experience supporting Plant Managers, Site Directors, Operations Directors, or Executive Leadership.

Experience with Power BI, SAP, SuccessFactors, or other enterprise systems.

Project coordination or project management experience.

Familiarity with manufacturing KPIs and operational excellence methodologies.

Ability to work independently with minimal direction while managing multiple competing priorities.

Key Competencies

Executive Presence

Strategic Thinking

Business Acumen

Influencing and Relationship Building

Project Management

Data Analysis

Presentation Design & Visual Storytelling

Communication Skills

Confidentiality & Professional Judgment

Organization & Prioritization

Notes:

Onsite

Schedule: Monday-Thursday, 5:00 AM - 4:00 PM (flexibility required)

Safety Requirements: Safety toe shoes, safety glasses, and hearing protection required when on the production floor.

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status