The Executive Assistant to the Vice President of Operations (Maintenance, Reliability & Engineering) provides advanced administrative and project support to ensure smooth execution of operational, engineering, and maintenance initiatives across the network. This role demands exceptional organization, technical awareness, and the ability to coordinate among cross-functional teams in a fast-paced industrial environment.

The Executive Assistant will serve as the operational hub for communications, scheduling, reporting, and project tracking, ensuring that the Vice President and broader operations leadership team can focus on strategic execution and continuous improvement

Job Description

Responsibilities

Administrative & Executive Support

• Manage a dynamic calendar for the Vice President, coordinating meetings, site visits, and leadership reviews across multiple logistics and maintenance sites.
• Prepare and organize materials for meetings, including performance dashboards, reliability reports, engineering project updates, and budget reviews.
• Handle sensitive and confidential information related to business strategies, capital projects, and workforce planning.
• Draft, review, and edit internal communications, presentations, and executive summaries.
• Coordinate domestic and international travel arrangements, expense reports, and departmental budgeting activities.

Operational Coordination & Project Support

• Manage maintenance and engineering projects from start to finish, ensuring timelines and deliverables are met.
• Assist in compiling and formatting operational performance data, including equipment uptime, client KPIs, and engineering project progress. Analyze performance data to inform decisions and recommend improvements.
• Make decisions to address challenges, set priorities, and update plans when necessary.
• Liaise with Directors, Regional Maintenance leaders, and site teams to ensure alignment on reporting, documentation, and meeting deliverables.
• Help organize and document Root Cause Analysis (RCA) and continuous improvement meetings, ensuring action items are tracked to completion.
• Facilitate cross-functional communication between operations, procurement, safety, and engineering departments.

Leadership & Culture Support

• Coordinate quarterly business reviews, site leadership meetings, and employee recognition events.
• Support onboarding of new leadership team members.
• Promote a culture of safety, reliability, and operational excellence through consistent communication and organization.

Qualifications

Education & Experience:

• Bachelor’s degree in Business Administration, Operations Management, or a related technical field preferred.
• Minimum 5 years of experience supporting senior leaders in operations, logistics, maintenance, or engineering environments.
• Experience within logistics, manufacturing, or industrial operations strongly preferred.

Skills & Competencies:

• Strong understanding of maintenance, reliability, or engineering terminology and workflows.
• Excellent organizational skills with the ability to manage competing priorities across multiple sites and time zones.
• Proficiency in Microsoft Office Suite (Excel, PowerPoint, Outlook) and collaboration tools (e.g., Teams, SharePoint, Smartsheet, Asana).
• Ability to compile, analyze, and present operational data clearly and accurately.
• Exceptional communication and interpersonal skills; able to interact effectively with technical and non-technical stakeholders.
• Discretion, professionalism, and integrity in handling confidential information.

Work Environment

• Virtual
• Occasional travel to sites, project locations, or in-person meetings may be required.

Compensation & Benefits

• Competitive salary commensurate with experience
• Comprehensive benefits package (medical, dental, vision, 401(k))
• Paid time off and company holidays
• Opportunities for professional growth and development