Plant Executive Assistant (On-Site)

Trova Advisory Group; Elgin (IL); On-site; USD 32,000 - 34,000; Full time

Benefits offered by this job

Medical and Dental benefits

Job summary

Trova Advisory Group is seeking a Plant Executive Assistant to provide comprehensive administrative and operational support to the Plant Director and leadership team in a manufacturing setting.

The role requires highly organized, discreet professionals who can manage executive calendars, prepare reports, and coordinate across departments. On-site work with occasional plant-floor visits is expected. Strong MS Office skills and clear communication are essential.

Qualifications

• High school diploma or equivalent required; associate degree or relevant coursework preferred.
• 3-5 years of experience in administrative support, executive assistance, or plant operations support preferred.
• Experience supporting executives or plant leadership, preferably in manufacturing or industrial settings.
• Advanced proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint, Teams).
• Strong organizational, time-management, communication, and problem-solving skills.
• Ability to handle confidential information with discretion and work independently.

Responsibilities

• Provide direct administrative and executive support to the Plant Director and leadership team.
• Manage calendars, schedule meetings, prepare agendas, document discussions, and track follow-ups.
• Prepare, review, and distribute business communications, reports, and presentations.
• Serve as a primary contact for employees, visitors, vendors, customers, and corporate representatives.
• Coordinate plant leadership meetings, events, interviews, and site visits.
• Assist with operational reporting, data entry, and recordkeeping for plant activities.
• Support internal communications and translate materials when needed.
• Process purchase requisitions and coordinate with vendors and accounting functions.
• Maintain confidential records and leadership communications with discretion.
• Track deadlines, coordinate follow-ups, and ensure timely completion of projects.
• Foster working relationships across departments and adhere to safety and GMP policies.

Skills

Executive support

Calendar management

Communication

Discretion

Independent work

Organizational skills

Time management

Problem solving

Education

High school diploma or equivalent

Associate degree / relevant coursework preferred

Tools

Microsoft Office Suite

Teams

Reports & presentations formatting

Job description

Hourly Pay: $23-$25/hr

Schedule: 8 AM - 4:30 PM (Monday - Friday)

Position Summary

The Plant Executive Assistant provides comprehensive administrative and operational support to the Plant Director, executive leadership, and plant management team. This role coordinates daily administrative activities, manages executive schedules, prepares business communications and reports, supports employee engagement initiatives, and facilitates communication between departments and external stakeholders.

The ideal candidate is highly organized, detail-oriented, and professional, with the ability to handle confidential information, anticipate leadership needs, and manage multiple priorities in a fast-paced manufacturing environment. Strong communication skills, discretion, and the ability to work independently are essential.

Key Responsibilities

• Provide direct administrative and executive support to the Plant Director, executive leadership, and plant management team.
• Manage calendars, schedule meetings and appointments, prepare agendas, document meeting discussions, and track follow-up items.
• Prepare, review, edit, and distribute business correspondence, reports, presentations, announcements, and other management documents.
• Serve as a primary point of contact for employees, visitors, vendors, customers, and corporate representatives while maintaining a professional and welcoming environment.
• Coordinate plant leadership meetings, employee events, training sessions, interviews, facility visits, audits, and special projects.
• Assist with operational reporting, data entry, and recordkeeping related to production, attendance, safety, inventory, purchasing, and other plant activities.
• Support internal communications by distributing updates, posting notices, preparing employee announcements, and coordinating translated materials when necessary.
• Process purchase requisitions, monitor invoices, coordinate with vendors, and provide administrative support to purchasing and accounting functions.
• Maintain accurate records and handle confidential employee information, business documents, leadership communications, and operational data with discretion.
• Track deadlines, coordinate departmental follow-ups, and ensure timely completion of projects and management requests.
• Develop and maintain effective working relationships with employees and leadership across multiple departments.
• Follow established safety, food safety, quality, GMP, and workplace policies and procedures.
• Perform additional administrative duties and special projects as assigned.

Qualifications & Required Skills

• High school diploma or equivalent required; associate degree, business administration coursework, or relevant administrative certification preferred.
• 3-5 years of experience in administrative support, executive assistance, office management, manufacturing administration, or plant operations support preferred.
• Previous experience supporting executives, senior management, or plant leadership, preferably within manufacturing, food production, distribution, or an industrial environment.
• Advanced proficiency in Microsoft Office, including Word, Excel, Outlook, PowerPoint, and Teams.
• Strong ability to prepare professional reports, presentations, correspondence, meeting materials, and documentation.
• Excellent organizational, time-management, communication, and problem-solving skills.
• Ability to prioritize competing responsibilities, anticipate management needs, meet deadlines, and adapt to changing priorities.
• Exceptional attention to detail and accuracy in documentation, reporting, and data entry.
• Professional communication and interpersonal skills, with the ability to interact effectively with individuals at all organizational levels.
• Ability to handle sensitive information with confidentiality, sound judgment, and discretion.
• Self-motivated and proactive, with the ability to work independently and complete assignments with minimal supervision.
• Strong planning, coordination, prioritization, and follow-through skills.
• Comfortable working in both office and manufacturing/plant environments.

Supervisory Responsibilities

This position does not have direct supervisory responsibilities.

• Primarily based in a professional office environment with a computer workstation and standard office equipment.
• May require regular visits to the manufacturing floor and other plant areas.
• Plant temperatures may range from approximately 30-45°F.
• Must be comfortable working in both climate-controlled office spaces and temperature-controlled production environments.

About Trova Advisory Group

Trova Advisory Group specializes in delivering a comprehensive array of staffing solutions tailored to meet the diverse needs of businesses across various sectors. Our expertise spans clerical, administrative, financial, and professional roles, offered through flexible arrangements including temporary placements, temp-to-hire options, and direct hire services. With a keen understanding of the dynamic demands of today's workforce landscape, we pride ourselves on providing top-tier talent solutions that empower organizations to thrive and succeed in a competitive market environment.

Trova Advisory Group is proud to be an Equal Opportunity Employer. We consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, genetic information, disability status, protected veteran status, or any other legally protected characteristic or group status.

We are committed to creating a culturally diverse and inclusive workplace where individuals of all abilities are welcomed and supported. If you require a reasonable accommodation during the application or interview process, please contact us at [e-mail]. Include the nature of your request and your contact information, and we will be happy to assist you.

Trova Advisory Group offers a comprehensive benefits package offering Medical, and Dental benefit options to all eligible employees.