Business Operations Administrator

Hytorc•Mahwah, NJ

8d•Onsite

About The Position

HYTORC, the global leader in industrial bolting solutions, is seeking an Business Operations Administrator to provide dedicated support to two executives. This is a critical role for someone who excels at managing priorities, maintaining confidentiality, and ensuring executive operations run seamlessly. As a trusted partner to executive leadership, you will serve as the central point of coordination for complex schedules, communications, travel, meetings, and special projects. Your ability to anticipate needs, solve problems proactively, and manage sensitive information with discretion will directly contribute to the success and efficiency of our leadership team and organization.

Requirements

High School Diploma or GED required.
Minimum of five years of progressive administrative support experience, preferably supporting C-suite or senior executive leadership.
Experience supporting multiple executives simultaneously is preferred.
Experience handling confidential information and executive-level communications required.
Proficient experience in managing tradeshows, expos and other significant spotlight events.
MS Office proficiency (Outlook, Word, Excel, PP)
Strong written and verbal communication skills.
Excellent organizational skills, attention to detail, and ability to manage multiple priorities.
Ability to maintain confidentiality, professionalism, and discretion at all times.
Strong time-management and follow-up skills.
Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
Ability to prepare clear correspondence, reports, presentations, and meeting materials.
Ability to work independently, anticipate needs, and respond effectively in a fast-paced environment.
Strong interpersonal skills and ability to interact professionally with executives, employees, customers, vendors, and visitors.

Nice To Haves

Bachelor’s degree in Business Administration, Communications, or a related field preferred.

Responsibilities

Manage and updating executive calendars, including meetings, appointments, travel, and business commitments.
Coordinate, review, and approve domestic and international travel arrangements according to the Travel and Expense Policy, including itineraries, flights, hotels, transportation, and related logistics.
Serve as a communication liaison by screening, prioritizing, and responding to internal and external calls, emails, and inquiries as appropriate.
Plan and execute large scale meetings (domestic and international)
Manage company participation in various tradeshow events.
Prepare communication for agendas, gather meeting materials, attend meetings when requested.
Draft, edit, and finalize confidential correspondence, reports, presentations, spreadsheets, and other business documents.
Prepare, organize, and route documents for executive review and signature, ensuring accuracy, completeness, and timely processing.
Collaborate and communicate effectively with other departments to make that deadlines are adhered to and executed timely.
Timely submit expense reports, invoices, purchase requests, and other administrative documentation accurately and timely.
Maintain confidential files, records, and executive office materials in an organized and secure manner.
Coordinate meetings, events, conference calls, and visitor arrangements, including room setup, technology needs, and hospitality support.
Support and coordinate all special projects and cross-functional initiatives as assigned by executive leadership, including tracking deadlines, gathering information, preparing updates, and ensuring action items are completed.
Handle, sort, distribute, and prioritize incoming and outgoing mail, packages, and correspondence for executive leadership, ensuring timely follow-up and confidentiality.
Handle sensitive business, personnel, and strategic information with discretion, professionalism, and confidentiality.
Perform other duties as assigned.