Executive Assistant & Corporate Communications Lead

Keystone Industries • Gibbstown, NJ

17h • Onsite

About The Position

This versatile professional serves as the primary operational partner to the President, with secondary support to the C-Suite. This role blends hands-on executive administrative support with ownership of corporate communications, legal document management, and business process operations. This role requires an exceptional writer who is technologically adept and excels in a fast-paced, highly confidential environment.

Requirements

• 5+ years supporting senior executives or in a cross-functional corporate communications/content management role; proven ability to partner effectively with management and senior leadership.
• Proactive and forward-thinking self-starter; ability to anticipate business needs and prioritize accordingly.
• Strong organizational, documentation, and prioritization abilities.
• Ability to meet tight deadlines adapting to changing needs and requirements.
• High degree of discretion, integrity, professional judgment, and organizational ability.
• Superior writing skills with the ability to produce board-level and executive correspondence requiring minimal revision.
• Technologically proficient with strong aptitude for learning new systems and tools.
• Strong Microsoft 365 proficiency (SharePoint, PowerPoint, Outlook, Teams, Word, Excel), including experience developing and maintaining SharePoint sites and managing corporate content structures.
• Experience generating management-level content from concept through final delivery.
• Experience managing legal document routing, NDA tracking, and contract administration in a corporate or regulated environment.
• Familiarity with business process design and workflow automation (Power Automate or equivalent); experience developing SOPs.
• Demonstrated ability to manage complex, multi-stakeholder projects simultaneously; experience with project management tools such as Microsoft Planner or equivalent platforms preferred.
• Exceptional communication and interpersonal skills, with strong business acumen and ability to tailor messaging to effectively engage stakeholders at all organizational levels, including production, technical, and corporate teams.
• Demonstrated ability to balance strategic initiatives with day-to-day administrative execution, including scheduling/coordination, ordering catering, preparing meeting spaces, and managing logistics.

Nice To Haves

• Experience supporting leadership teams in manufacturing, chemicals, medical devices, or other regulated industries.
• Technical writing experience or experience organizing technical data and content, particularly related to regulated chemical products and coatings.
• Familiarity with document control, version management, and long-term content maintenance practices.
• Demonstrated track record of operating with high autonomy and sound judgment.
• Paralegal certification preferred but not required.

Responsibilities

• Serve as the primary point of operational and administrative support for the President with secondary support to other senior leaders; proactively anticipate executive needs, manage competing priorities.
• Manage complex, multi-time zone executive calendaring, travel coordination, meeting logistics, and briefing materials for the President and C-suite, including prioritization of competing requests, daily and weekly briefing summaries, and distribution of meeting pre-read materials.
• Draft and finalize executive correspondence, announcements, and presentations; collaborate closely with the President to craft and deliver clear, compelling communications across internal and external audiences.
• Manage end-to-end legal document flow: NDAs, vendor and customer contracts, compliance materials, including routing, tracking, signature coordination, and archiving.
• Coordinate with outside counsel and internal contacts to facilitate document review cycles, ensuring timely turnaround, due diligence processes as directed.
• Own corporate content and SharePoint infrastructure across all departments; establish and maintain templates, policies, and documentation repositories.
• Coordinate input from departments to develop cohesive, professional, and market-focused content.
• Build, maintain, and serve as the central point of contact for management-level presentations, company profiles, internal communications, and external-facing materials tailored to specific end markets or partners.
• Support standardized communication formats and document organization practices.
• Design and implement repeatable business processes using workflow automation tools such as Microsoft Power Automate to reduce manual effort and increase consistency.
• Track project milestones, action items, and commitments across executive-sponsored initiatives.
• Support preparation and execution of management meetings and external engagements.
• Perform a variety of administrative efforts, including conference room scheduling, readiness, AV setup, and other materials for customer visits, leadership meetings, and various corporate events.
• Handle sensitive and confidential materials, including personnel, legal, financial, and strategic information with discretion.
• Foster cross-functional collaboration with internal teams and external partners.
• Perform additional duties/tasks as needed or requested by management.
• Comply with all safety regulations; maintains a safe work environment at all times.
• Adhere to always wearing the proper PPE/Safety equipment.
• Understand and comply with all written safety, health, and environmental procedures.
• Attend all required scheduled Health, Safety and Environmental training sessions.
• Participate in required Health, Safety and Environmental initiatives and programs.
• Perform required administrative functions related to Health, Safety and Environmental functions such as completing forms, checklists, and log sheets.

Benefits

• Comprehensive Health Coverage - Medical, Dental & Vision Plans
• Flexible Spending Accounts (FSA) – Medical & Dependent Care or Health Savings Account (HSA) Options
• Company-Paid Life Insurance + Additional Voluntary Options
• 401(k) Retirement Plan with 3% Employer Contribution (after 1 year)
• Fitness Benefits - Onsite Gym (Headquarters) or Membership Reimbursement (other sites)
• Paid Time Off & Holidays to support work-life balance
• Employee Assistance Program (EAP) for confidential support
• Financial Wellness Resources
• Employee Discounts & Perks (Eagles games, concert tickets, etc.)
• Company Social Events & Team Activities
• Career Development Opportunities & Internal Growth

What This Job Offers

• Job Type: Full-time
• Career Level: Executive