Position Title:  Executive Assistant/Office Administrator 

Reports To: Chief Executive Officer

FLSA Status: Non-exempt

Job Grade: 4

Pay Range: $27.50-$38.75 per hour

Position Overview:

The Executive Assistant/Office Administrator serves as a trusted partner to the Chief Executive Officer while overseeing the daily administrative operations of the corporate office. This highly visible role combines executive-level support with front office leadership and administrative coordination in a fast-paced manufacturing environment.

The ideal candidate is professional, organized, service-oriented, and adaptable, with the ability to manage multiple priorities while maintaining a high level of confidentiality, accuracy, and responsiveness. This individual will serve as the first point of contact for visitors, customers, vendors, and employees while also supporting executive leadership, company communications, and operational initiatives.

Success in this role requires strong judgment, exceptional communication skills, attention to detail, and the ability to anticipate needs while operating independently. The position plays a key role in maintaining a professional office environment, supporting leadership effectiveness, and ensuring the efficient day-to-day operation of the corporate office.

Key Responsibilities

Executive Support & Leadership Coordination

• Serve as a strategic and proactive partner to the CEO by anticipating needs, managing priorities, and supporting daily executive operations.
• Manage complex calendars, meetings, appointments, and travel arrangements.
• Coordinate and prioritize incoming communications, correspondence, and requests directed to executive leadership.
• Prepare, edit, and format presentations, reports, communications, budgets, and meeting materials with a high degree of professionalism and accuracy.
• Organize and maintain confidential records, files, and digital documentation in accordance with company standards and retention policies.
• Track assignments, action items, and follow-up activities to ensure accountability and timely completion.
• Coordinate leadership meetings, customer visits, board meetings, company events, and executive off-sites.
• Prepare agendas, compile meeting materials, record minutes, and distribute follow-up actions.
• Exercise sound judgment and discretion in handling confidential personnel, operational, and business matters.

Front Desk & Office Administration

• Serve as the first point of contact for visitors, vendors, customers, and employees entering the corporate office.
• Greet and assist guests in a professional and welcoming manner while ensuring compliance with visitor sign-in and security procedures.
• Manage incoming and outgoing mail, deliveries, and courier services.
• Maintain the professional appearance and organization of the reception area, conference rooms, and common office spaces.
• Coordinate meeting rooms, catering, technology setup, and office logistics for internal and external meetings.
• Maintain office supply inventories and coordinate purchasing and restocking activities.
• Assist with office maintenance, housekeeping coordination, and facility-related requests.

Administrative & Operational Support

• Provide administrative and clerical support including filing, document preparation, data entry, correspondence, and recordkeeping.
• Support internal company communications, announcements, and employee engagement initiatives.
• Prepare and reconcile expense reports, invoices, purchase orders, and related administrative documentation.
• Support cross-functional projects related to operations, safety, quality, training, and compliance initiatives.
• Identify opportunities to improve administrative systems, office processes, communication flow, and operational efficiency.
• Serve as a collaborative partner across departments while supporting a positive and professional workplace culture.

Qualifications

Required Qualifications

• Associate degree required.
• Minimum of 5 years of progressive administrative, executive assistant, office management, or project coordination experience.
• Experience supporting senior leadership or executive teams in a professional environment.
• Advanced proficiency in Microsoft Office Suite including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Strong written and verbal communication skills with exceptional attention to detail.
• Demonstrated ability to handle highly confidential information with professionalism, integrity, and discretion.
• Excellent organizational and time-management skills with the ability to manage multiple priorities effectively.
• Ability to work independently, exercise sound judgment, and adapt quickly to changing priorities.
• Strong interpersonal skills with the ability to communicate professionally across all levels of the organization.

Preferred Qualifications

• Bachelor’s degree.
• Experience within manufacturing, dairy, food production, agriculture, or industrial operations      environments.
• Experience supporting executive leadership in a fast-paced business setting.
• Familiarity with social media management and community engagement activities.
• Strong proofreading, editing, and presentation development capabilities.
• Experience learning and adapting to new software systems and business technologies quickly.
• Prior experience coordinating office operations, events, or facilities activities.

Knowledge, Skills & Abilities

• Professional and welcoming customer service approach.
• High level of integrity and confidentiality.
• Strong organizational and multitasking abilities.
• Excellent communication and relationship-building skills.
• Proactive problem-solving mindset with strong attention to detail.
• Ability to prioritize competing demands while maintaining composure under pressure.
• Adaptability, flexibility, and a positive attitude in a dynamic work environment.
• Ability to work collaboratively across departments and support organizational objectives.

Working Environment

This position operates within a fast-paced corporate and manufacturing environment and requires regular interaction with employees, leadership, vendors, customers, and visitors. The role requires flexibility, professionalism, responsiveness, and the ability to manage shifting priorities while maintaining a high standard of service and operational support.

Physical Requirements:

· Ability to navigate all areas of the facility, including office spaces, warehouse areas, and the exterior perimeter.

· Must wear required personal protective equipment (PPE) as necessary to safely perform job duties.

· Ability to stand, sit, and carry out tasks throughout a full shift, with appropriate meal breaks.

· Physically capable of standing, bending, stooping, kneeling, reaching, twisting, lifting, pushing, pulling, climbing, balancing, and crouching as needed.

· Able to lift and move items weighing up to 50 pounds independently and heavier objects with reasonable accommodations.

· Visual acuity sufficient to perform job duties accurately.

· Capable of assessing weights, judging distances, and working at various heights.

Work Schedule:

Typically, Monday-Friday 730am-4pm. Occasional off shift to support events

Compensation:

At Cayuga Milk Ingredients, we value a fair and comprehensive approach to compensation. Our wage range for this role is determined by various factors, including skill sets, experience, training, licensure, certifications, and organizational needs. It is not typical for an employee to start at or near the top of the range for the position. Compensation decisions are made based on individual job circumstances considering skill level, previous experience, and education requirements.

Equal Opportunity Employer:

Cayuga Milk Ingredients is committed to providing equal employment opportunities to all employees and applicants without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all aspects of employment, including recruitment, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Non-Discrimination Policy:

The contractor will not discriminate against employees or applicants for discussing or disclosing their own pay or the pay of others. However, employees with access to compensation information as part of their job duties are prohibited from disclosing this information to unauthorized individuals, except in specific circumstances outlined by applicable laws and regulations (41 CFR 60-1.35(c)).

General Statement: 

All Cayuga employees recognize that the success and prosperity of the company is everyone’s responsibility. All employees are expected to treat each other in a positive, respectful, and professional manner, to be at work for their assigned shift and to work safely as a team. Employees must be self-starters who can relate to all levels of the organization.

Disclaimer:

o All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

o This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor.

o The company reserves the right to add to or revise an employee's job duties at any time at its sole discretion.

o This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.

Disclaimer: For Recruiter’s and Staffing Agencies

o At Cayuga Milk, our Human Resources Team leads most of our hiring efforts and takes pride in connecting directly with talented individuals who share our values and passion for what we do. Most of our roles are filled through applications submitted via our careers site or through direct outreach from our team.

o While we occasionally partner with external recruitment agencies, we do so only with those on our existing, pre-approved vendor list. Currently, we are not adding new agencies to that list.

o If an unsolicited resume or candidate submission is received from an agency or recruiter not authorized by our Human Resources Team, it will be treated as a direct application. Cayuga Milk will not be responsible for any placement or referral fees related to these submissions.