Executive Assistant

USA Rare Earth, LLC • Stillwater, OK

11h • Hybrid

About The Position

We are seeking a highly organized and proactive Executive Assistant to support the SVP of Manufacturing at a dynamic and growing manufacturing organization. This role combines traditional executive support with a critical coordination function for onsite customer engagements. The position is responsible for optimizing executive effectiveness while ensuring the seamless planning and execution of high-visibility customer visits and internal operational interactions. The ideal candidate brings strong judgment, attention to detail, and the ability to manage competing priorities in a fast-paced, plant-oriented environment.

Requirements

• Bachelor’s degree or equivalent experience required
• 5+ years of executive support experience, preferably at the C-suite level
• Demonstrated experience coordinating high-visibility meetings or customer engagements
• Strong organizational, project management, and communication skills
• Ability to manage multiple priorities with professionalism and sound judgment
• Proficiency in Microsoft Office Suite, Google Workspace, and related tools
• Ability to work onsite at the Stillwater manufacturing facility 2–3 days per week, with flexibility based on business needs
• Ability to travel as needed (approximately 10% or less) to support site visits, leadership meetings, or customer engagements

Responsibilities

• Manage a complex executive calendar, aligning meetings with operational and strategic priorities
• Coordinate meetings, including agendas, materials, and follow-up actions
• Arrange domestic and international travel, including site visits and leadership engagements
• Prepare presentations, reports, and briefing materials for operational and executive reviews
• Track key deliverables and action items to support execution of manufacturing priorities
• Lead end-to-end coordination of onsite customer visits, ensuring a professional, well-orchestrated experience
• Develop detailed agendas and align internal stakeholders across manufacturing, engineering, EHS, and operations
• Manage all visit logistics, including access, safety requirements, PPE, meeting space, and materials
• Serve as a central coordination point during visits, ensuring smooth execution and schedule adherence
• Capture outcomes and coordinate follow-up actions post-visit
• Serve as a liaison between the SVP and internal stakeholders across manufacturing and corporate functions
• Support planning and execution of plant visits, audits, and leadership meetings
• Assist with onboarding coordination for key manufacturing personnel
• Contribute to process improvements related to administrative and coordination activities

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Number of Employees: 1-10 employees