Executive Assistant

ABOUT OPTA

From our roots providing sand to local foundries in the 1880's, Opta has grown to an international group of companies committed to delivering optimal results for our customers. Opta's purpose is to create solutions that enhance productivity and set new standards for industrial performance. Our mission is to consistently deliver custom-engineered additives, specialty equipment and technical expertise that solves complex challenges, optimizes process and drives long-term success.

OPTA CORE VALUES

• SAFETY: We put safety first on our processes, our products and our culture to protect people and ensure long-term operational success.
• PEOPLE: We invest in our people because their expertise drives the solutions that power our success.
• CUSTOMERS: We build lasting partnerships by understanding our customers' challenges and delivering customized solutions that meet their unique needs.
• INNOVATION: We continually seek smarter, more effective and innovative ways to deliver solutions, blending creativity, data-driven insight and practical application.
• SUSTAINABILITY: We engineer solutions with efficiency, responsibility, and sustainability as our foundation, optimizing performance today, while strengthening the resilience of tomorrow's operations.

Position Summary

The Executive Administrative Assistant provides high-level administrative and organizational support to the VP of Finance, VP of Sales, and VP of Product Development. This role serves as a trusted partner to three senior leaders and requires strong judgment, discretion, organization, and the ability to manage competing priorities in a fast-paced business environment. The ideal candidate is proactive, dependable, highly organized, and comfortable working independently. The position is full-time, approximately 40 hours per week, with flexibility in scheduling to support business needs, meetings, travel, and key deadlines.

Key Responsibilities

• Provide day-to-day administrative support to the VP of Finance, VP of Sales, and VP of Product Development, balancing priorities across all three functions.
• Manage calendars, coordinate meetings, resolve scheduling conflicts, and help ensure leaders are prepared for upcoming commitments.
• Coordinate internal and external meetings, including agendas, meeting materials, conference rooms, Microsoft Teams invitations, and follow-up items.
• Assist with travel planning, itineraries, accommodations, and related logistics; prepare and process expense reports as needed.
• Draft, edit, proofread, and format emails, correspondence, presentations, reports, and other business documents.
• Organize and maintain confidential files, records, contact information, and department documentation.
• Track action items, deadlines, and follow-up commitments from leadership meetings and key projects.
• Assist with preparation and coordination for customer meetings, sales meetings, leadership meetings, conferences, and other business events.
• Support Sales and Product Development with meeting coordination, presentation preparation, customer or product documentation, and administrative follow-up.
• Support the VP of Finance and Finance organization with scheduling, document preparation, meeting coordination, and other administrative needs.
• Act as a professional point of contact for employees, customers, vendors, and other external parties interacting with the supported executives.
• Handle sensitive and confidential business, financial, personnel, customer, and strategic information with appropriate discretion.
• Provide general office and project support and assist with special assignments as business needs arise.

Qualifications

• 3+ years of administrative or executive support experience; experience supporting senior leaders is preferred.
• Excellent organizational and time-management skills with the ability to prioritize work across multiple executives.
• Strong written and verbal communication skills and a professional communication style.
• High level of discretion, judgment, integrity, and confidentiality.
• Proficiency with Microsoft Outlook, Teams, Word, Excel, and PowerPoint.
• Strong attention to detail and consistent follow-through.
• Ability to work independently, anticipate needs, and take ownership of assignments.
• Comfortable adjusting priorities and responding to changing business needs.
• Experience in a manufacturing, industrial, sales, finance, or corporate environment is a plus.

Work Schedule

This is a full-time position averaging approximately 37.5-40 hours per week. The schedule will align with regular business hours and the needs of the supported executives. Some flexibility may occasionally be needed for important meetings, travel coordination, or time-sensitive business matters.

Success in This Role

Success will be measured by the ability to keep three senior leaders organized and prepared, communicate professionally, protect confidential information, anticipate administrative needs, follow through on commitments, and create additional capacity for the VP of Finance, VP of Sales, and VP of Product Development to focus on their highest-priority

Opta offers a diverse compensation and benefit package that includes the following:

• Extended Healthcare, Dental, and Vision Benefits
• Health Savings Account
• Life, AD&D, and Dependent Life Insurance
• Short Term and Long Term Disability Insurance
• Employee Assistance Program
• Professional Development
• Paid Time Off
• 401(k) Match
• Competitive Compensation Program
• On Demand Pay (Dayforce Wallet)

We thank everyone for applying however, only those selected for an interview will be contacted.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

Opta USA, an Opta Group Company, is an Equal Opportunity Employer and offers employment opportunities to all qualified persons regardless of race, color, religion, sex, age (40-70), national origin, sexual orientation, or physical disability (except where physical or mental abilities are a bona fide occupational requirement).