Senior Administrative Assistant

Weiler Career Opportunities; Pennsylvania; On-site; USD 60,000 - 90,000; Full time

Job summary

Weiler Career Opportunities in Cresco, PA is seeking a Senior Administrative Assistant who will provide high-level administrative support to the Executive Office and manage key operations across the organization. The role emphasizes calendar management, communication, and project coordination for senior leadership.

The position requires strong judgment, discretion, and the ability to act as a trusted partner to executives, with duties spanning travel planning, meeting preparation, governance

Qualifications

• 3–5 years of experience providing administrative support to senior executives and/or office operations.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Strong organizational and time management skills with the ability to manage multiple priorities and meet deadlines.
• Excellent written and verbal communication skills.
• High level of discretion, professionalism, and confidentiality.

Responsibilities

• Manage and coordinate complex calendars, meetings, and events.
• Anticipate executive needs and proactively manage priorities.
• Prepare executives for meetings by synthesizing information and highlighting risks, decisions, and follow-ups.
• Support governance-related activities and executive-level decision tracking.
• Develop meeting agendas, briefing materials, and track post-meeting actions.
• Arrange domestic and international travel, including itineraries and logistics.
• Draft, edit, and proofread correspondence, reports, and presentations.
• Serve as a point of contact for internal and external stakeholders.
• Prioritize and manage communications on behalf of the executive office.
• Maintain confidentiality and handle sensitive information with discretion.
• Support special projects through research, data gathering, and preparation of summaries or reports.
• Assist in planning company-wide meetings, industry events, and executive sessions.
• Coordinate logistics for board-related and cross-functional activities.
• Participate in cross-functional initiatives to gain enterprise-level exposure.
• Reconcile and process expense reports, credit card statements, and renewals.
• Support compliance-related tracking (e.g., HRIS timesheets, reporting deadlines).
• Oversee incoming and outgoing correspondence, monitor supply levels, and ensure smooth day-to-day support functions
• Maintain records and schedules for company fleet vehicles, including mileage tracking, service scheduling, registrations, and inspections.

Skills

Administrative support

MS Office

Scheduling & calendar management

Communication skills

Confidentiality

Notetaking & briefing

Planning & organization

Decision tracking

Travel planning

Problem solving

Education

Bachelor's degree or equivalent

Tools

Microsoft Word

Microsoft Outlook

Microsoft Excel

Job description

We’ve been leading the Weiler way for four generations, creating value-enhancing solutions for cleaning, grinding, cutting, deburring and finishing. It’s not just what we do, but how we do it. If you have the passion and energy to spark success and are bold enough to see the possibilities, join us to help build our future, and we'll help build yours.

TheidealcandidatewillbelocatedwithinacommutabledistancetoCresco,PA.

This position is based fully on-site in Cresco, PA.

Position summary:

The Senior Administrative Assistant provides advanced administrative support to the Executive Office and manages key operational functions that serve the broader organization. This role ensures effective scheduling, communication, and project coordination for executive leadership, while also being responsible for essential services such as mail distribution, office supplies, and fleet administration.

This role requires strong judgment, anticipation of executive needs, and the ability to act as a trusted partner to senior leadership.

Essential job functions and responsibilities:

Administrative & Executive Support

• Manage and coordinate complex calendars, meetings, and events.
• Anticipate executive needs and proactively manage priorities.
• Prepare executives for meetings by synthesizing information and highlighting risks, decisions, and follow-ups.
• Support governance-related activities and executive-level decision tracking.
• Develop meeting agendas, briefing materials, and track post-meeting actions.
• Arrange domestic and international travel, including itineraries and logistics.
• Draft, edit, and proofread correspondence, reports, and presentations.
• Serve as a point of contact for internal and external stakeholders.
• Prioritize and manage communications on behalf of the executive office.
• Maintain confidentiality and handle sensitive information with discretion.

Project & Event Assistance

• Support special projects through research, data gathering, and preparation of summaries or reports.
• Assist in planning company-wide meetings, industry events, and executive sessions.
• Coordinate logistics for board-related and cross-functional activities.
• Participate in cross-functional initiatives to gain enterprise-level exposure.

Operational & Administrative Functions

• Reconcile and process expense reports, credit card statements, and renewals.
• Support compliance-related tracking (e.g., HRIS timesheets, reporting deadlines).
• Oversee incoming and outgoing correspondence, monitor supply levels, and ensure smooth day-to-day support functions
• As part of broader office operations, maintain records and schedules for company fleet vehicles, including mileage tracking, service scheduling, registrations, and inspections. Ensure compliance with reporting requirements.
• Identify and implement process improvements to enhance office efficiency.

Qualifications

Required:

• 3–5 years of experience providing administrative support to senior executives and/or office operations.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Strong organizational and time management skills with the ability to manage multiple priorities and meet deadlines.
• Excellent written and verbal communication skills.
• High level of discretion, professionalism, and confidentiality.

Preferred:

• Bachelor’s degree or equivalent professional experience.
• Experience supporting a C-level executive or executive leadership team.
• Familiarity with HRIS systems and collaboration platforms (e.g., Microsoft Teams).
• Notary commission, professional certifications (e.g., CAP), or foreign language skills are a plus.
• Professionalism, integrity, and discretion.
• Strong problem-solving, judgment, and critical thinking skills.
• Proactive and adaptable in managing shifting priorities.
• Ability to build strong working relationships across all levels of the organization.
• High attention to detail with a strong commitment to accuracy and follow-through.

Required

Planning/ Scheduling

Advanced

Detail Oriented

Advanced

Communication-Verbal

Advanced

Business Acumen

Advanced

Microsoft Word

Advanced

Microsoft Outlook

Advanced

Microsoft Excel

Advanced

Preferred

ERP System Knowledge

Some Knowledge

Behaviors

Required

Detail Oriented

Capable of carrying out a given task with all details necessary to get the task done well

Education

Preferred

Bachelors or better.

Experience

Required

3-5 years:

Experience providing administrative support to senior executives and/or office operations.

Preferred

Notary commission, professional certifications (e.g., CAP), or foreign language skills are a plus.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
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