Executive Assistant/Office Coordinator

Poclain•Sturtevant, WI

3d•Onsite

About The Position

At Poclain Hydraulics, we manufacture high-performance hydraulic solutions that power off-highway equipment around the world. Our North American operations combine advanced manufacturing, operational excellence, and customer-focused execution to support continued growth across the industry. We are seeking a highly professional, organized, and proactive Executive Assistant / Office Coordinator to serve as the front-facing administrative hub of our Yorkville manufacturing facility. This role is ideal for someone who thrives in a fast-paced industrial environment, enjoys supporting senior leadership, and takes pride in creating a professional and welcoming experience for employees, customers, and visitors alike. The Executive Assistant / Office Coordinator serves as the professional face of the organization while providing high-level administrative support to executive and functional leadership teams. This role manages front office operations, visitor coordination, executive scheduling, travel logistics, internal communications, event support, and cross-functional administrative coordination. Success in this role requires exceptional professionalism, discretion, adaptability, customer service orientation, and the ability to manage multiple priorities simultaneously within a dynamic manufacturing environment.

Requirements

High school diploma or GED
3+ years of experience in an administrative, executive assistant, office coordinator, or similar role
Strong proficiency in Microsoft Outlook, Word, Excel, and PowerPoint
Excellent verbal and written communication skills
Strong organizational and multitasking abilities
High level of professionalism and confidentiality
Strong customer service mindset and interpersonal skills

Nice To Haves

Bachelor’s degree in Business or related field
Experience supporting multiple senior leaders
Manufacturing or industrial environment experience
Experience coordinating travel and corporate events
Familiarity with ERP systems, travel systems, or administrative platforms

Responsibilities

Serve as the first point of contact for visitors, customers, vendors, and corporate guests
Manage front reception operations, visitor sign-in procedures, badges, and site access
Coordinate meeting logistics, hospitality, meals, conference rooms, and visitor schedules
Maintain a professional and organized front office environment
Answer and direct incoming calls and inquiries
Support facility security and visitor compliance procedures
Provide administrative support to leaders across HR, Sales, Operations, Quality, Logistics, and Executive Leadership
Manage calendars, meetings, appointments, and scheduling priorities
Prepare reports, presentations, meeting materials, and communications
Coordinate leadership meetings including agendas, room setup, and follow-up actions
Handle confidential and sensitive information with professionalism and discretion
Coordinate domestic and international travel arrangements including flights, hotels, transportation, and itineraries
Support visiting corporate personnel with lodging, schedules, and site logistics
Assist with travel booking systems and administrative processes
Quickly resolve schedule changes and travel-related issues
Coordinate employee events, leadership meetings, celebrations, and site functions
Support employee engagement activities and company initiatives
Manage catering, refreshments, and event logistics
Assist with cost-conscious hospitality and event planning
Maintain site calendars and internal scheduling systems
Coordinate mail distribution, packages, office supplies, and administrative processes
Support onboarding logistics and documentation coordination
Maintain internal TV communications and visual messaging systems
Assist with special projects and cross-functional administrative support