Executive Assistant - Operations

GEA Group • Romeoville, IL

19h • Onsite

About The Position

GEA Group, founded in Germany in 1881, is a global leader in engineering solutions, serving industries such as food and beverage, pharma, dairy, and more. With over 18,000 employees worldwide and a strong U.S. presence since 1929, GEA combines the heritage of a well-established company with the innovation of a forward-thinking industry leader. At GEA, we’re not just building equipment, we’re building lasting careers with an average employee tenure range from 5 to over 11+ years, reflecting the strong culture, growth opportunities, and support we provide. This position acts as the strategic backbone of the Operations organization by integrating administrative excellence, operational efficiency, cross‑functional alignment, and continuous improvement initiatives. The role blends high‑level operational coordination with tactical execution, ensuring that the VP of Operations and the broader Operations organization run with precision, visibility, and accountability.

Requirements

• Works seamlessly across functions; builds trust at all levels (Collaboration).
• Strong written and verbal communication; able to synthesize complex data for executives (Communication).
• High proficiency in Office 365, ERP systems, dashboards, analytics (Digital Savviness).
• Acts proactively, anticipates needs, drives improvements (Entrepreneurship).
• Owns outcomes, follows through, and ensures closure on commitments (Accountability).
• Supports workforce training, growth, onboarding, and employee experience (People Development).
• 5–7 years of experience supporting senior leadership, preferably within Operations, Logistics, or Manufacturing environments.
• Proven success in operations coordination, executive support, business cadence management, or administrative oversight.
• Strong command of Microsoft 365 (Teams, SharePoint, Excel, PowerPoint, Outlook).
• Exceptional organizational, communication, and interpersonal skills.
• Demonstrated ability to multitask, drive follow‑up, and proactively manage priorities.
• High integrity with the ability to handle sensitive and confidential information.
• Strong problem‑solving, systems thinking, and continuous‑improvement mindset.
• Applicants must be authorized to work in the U.S. without current or future sponsorship.

Nice To Haves

• Experience with SAP or ERP systems preferred.

Responsibilities

• Own the creation, coordination, and continuous improvement of the operations operating rhythm.
• Track division‑wide commitments, action items, and deliverables, ensuring follow‑through and timely execution.
• Manage high‑priority initiatives on behalf of the VP; act as an extension of their leadership.
• Provide decision support by gathering insights, preparing summaries, and pre‑evaluating risks.
• Draft executive communications and prepare board‑quality presentations.
• Own the VP’s strategic calendar, safeguarding focus time and elevating meeting quality with agendas, pre‑reads, and action summaries.
• Partner with HR, Payroll, and external staffing agencies to maintain stable workforce operations.
• Oversee onboarding for new hires, including first‑day administration and safety training.
• Support succession planning, workforce reporting, training compliance, and staffing optimization.
• Oversee administrative processes for the office, warehouse support areas, and production‑adjacent facilities.
• Manage vendor relationships for office equipment, repairs, and maintenance.
• Monitor space planning, workstation setup, asset tracking (incl. mobile devices), and facility readiness.
• Ensure compliance with safety, cleanliness, and workplace protocols.
• Lead internal communication strategy for Operations, including content for digital displays, town halls, newsletters, and event communication boards.
• Coordinate large‑scale employee events such as health/wellness clinics, training weeks, and town halls.
• Support leadership in driving a unified, informed, and engaged operational culture.
• Identify opportunities to eliminate waste, streamline workflows, and simplify administrative or operational processes.
• Support cross‑functional transformation projects in Logistics, Warehouse, HR, and IT.
• Standardize templates, communication formats, meeting structures, SOPs, and reporting routines.

Benefits

• Medical, dental, and vision coverage begins on your first day
• Enjoy 12 paid holidays, including a flexible floating holiday, and 136 hours of PTO to relax or explore
• A 7% 401(k) employer match helps grow your retirement savings faster
• Take advantage of tuition reimbursement to further your education or skillset
• Our wellness incentive program rewards healthy habits
• Access to a confidential Employee Assistance Program for personal or professional guidance
• Flexible Health Savings and Spending Accounts to manage out-of-pocket expenses

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 5,001-10,000 employees