Proactive Operations Coordinator & Executive Assistant

Illinois Oil Marketing Equipment Inc.; Pekin (IL); On-site; USD 28,000 - 34,000; Full time

Job summary

Illinois Oil Marketing Equipment is seeking an Operations Coordinator/Executive Assistant to support administrative, operational, and reporting functions across departments. The role serves as a hub between leadership, operations, and admin teams to improve efficiency through process management, metric tracking, and reporting.

The ideal candidate is highly organized, detail-oriented, and comfortable handling multiple priorities in a fast-paced environment.

Qualifications

• Proven experience in an operations support role.
• Strong organizational and time management skills.
• Proficiency with Microsoft Office Suite (Excel, Word, Outlook).
• Excellent written and verbal communication skills.
• Ability to prioritize tasks independently in a fast-paced environment.
• Attention to detail with a high level of accuracy.
• Discretion with confidential information.

Responsibilities

• Prepare and distribute materials for weekly meetings, including agenda preparation and follow-up reporting.
• Update and maintain departmental and company-wide scorecards.
• Manage calendars for operations and leadership team members, including scheduling of Quarterly Conversations and Employee Reviews.
• Coordinate and collect 90-day performance review forms for construction employees.
• Obtain necessary approvals and signatures for contracts, vendor invoices, PTO requests, and other operational documents.
• Handle miscellaneous errands and occasional personal assistant tasks (e.g., lunch pickups).
• Assist in compiling data and preparing recurring reports (weekly, quarterly, etc.) for leadership.
• Support with job cost analysis and reporting; gather and organize data in a meaningful, decision-supportive way.
• Help manage internal support tickets in Davisware/Vision software system.
• Assist with quote tracking, follow-up, and improving deadline management for proposals.
• Provide general support for operations improvement projects or initiatives.
• Interface with cross-functional teams to gather data and track status updates.
• Provide occasional support for email management for leadership team members.
• Take on evolving tasks as needed to support operations and company leadership.
• Coordinate with vendors to plan annual training week.

Skills

Operations support

Organizational skills

Time management

MS Office

Communication

Discretion

Prioritization

Attention to detail

Working under pressure

Education

High school diploma or GED

Associate's degree preferred

Tools

Microsoft Office Suite

Job description

Illinois Oil Marketing Equipment is seeking an Operations Coordinator/Executive Assistant to support administrative, operational, and reporting functions across departments. The role serves as a hub between leadership, operations, and admin teams to improve efficiency through process management, metric tracking, and reporting.

The ideal candidate is highly organized, detail-oriented, and comfortable handling multiple priorities in a fast-paced environment.