Executive Operations Administrator (In-Office)

Vaco by Highspring; Collegeville (PA); On-site; USD 40,000 - 60,000; Full time

Job summary

Vaco by Highspring is seeking an Operational Administrator to join our client’s team in an in-office, full-time role. The position supports the Executive/Ownership team, Operations, Safety, and HR, with a schedule of 8:00 AM–4:30 PM, Monday through Friday.

The ideal candidate will be highly organized, detail-oriented, proactive, and able to manage competing priorities in a fast-paced environment. Local candidates only, must be based near Collegeville, PA.

Qualifications

• Experience in a manufacturing, construction, or fast-paced operational environment.
• Strong organizational and time-management skills.
• Ability to manage multiple priorities in a dynamic setting.
• Excellent written and verbal communication.

Responsibilities

• Provide day-to-day administrative and operational support to the Executive/Ownership team, Operations, Safety, HR, and general executive staff.
• Attend executive and operational meetings, capture meeting notes, and track action items through completion.
• Coordinate and schedule internal meetings, external vendor meetings, and executive appointments.
• Manage executive calendars, schedules, and planning of time.
• Assist Safety, Operations, and HR with the onboarding of new employees.
• Create and organize safety and operational training materials for the executive team.
• Maintain accurate credential and compliance records and flag upcoming expirations for management review.
• Manage certificate and credential renewals using Microsoft Excel databases.
• Monitor vehicle compliance and coordinate requirements with team drivers.
• Prepare policy updates and coordinate reviews with the legal team.
• Coordinate weekly meetings, including agendas, meeting materials, and distribution of meeting minutes.
• Maintain records of outside vendor meetings and follow-up items involving executive team members.
• Provide general administrative and organizational support across multiple divisions as needed.

Skills

Organizational skills

Time management

Multitasking

Communication

Microsoft Excel

PowerPoint

Calendar management

Tools

Microsoft Excel

PowerPoint

Job description

Vaco by Highspring is seeking an Operational Administrator to join our client’s team in an in-office, full-time role. The position supports the Executive/Ownership team, Operations, Safety, and HR, with a schedule of 8:00 AM–4:30 PM, Monday through Friday.

The ideal candidate will be highly organized, detail-oriented, proactive, and able to manage competing priorities in a fast-paced environment. Local candidates only, must be based near Collegeville, PA.