Executive Assistant

LaFrance Corp•Concord Township, PA

37d•Hybrid

About The Position

The Executive Assistant / Administrative Assistant plays a critical role in supporting senior leadership and ensuring the smooth, efficient operation of the business unit. This role manages complex calendars, coordinates domestic and international communication, handles documentation and compliance tracking, and supports cross‑functional processes involving Finance, Legal, Quality, Compliance, Operations, and the China/Vietnam teams. This position requires exceptional organizational skills, attention to detail, and the ability to handle confidential information with discretion. The ideal candidate is proactive, resourceful, and able to anticipate the needs of executives and the broader business unit. By streamlining administrative workflows and ensuring timely communication and follow‑through, this role enables leadership to focus on strategic initiatives.

Requirements

Proven Executive Assistant or senior administrative experience supporting leadership.
Strong proficiency in Microsoft Office Suite (Word, PowerPoint, Excel).
Excellent written and verbal communication skills.
Strong organizational and time‑management abilities with the capacity to handle multiple priorities.
Ability to maintain confidentiality and handle sensitive information.
High school diploma required; Associate’s degree or higher preferred.
Minimum of 2 years of experience in an administrative or office support role.
Experience with complex calendar and travel management.
Familiarity with project management tools and document control systems.
Ability to work independently and proactively anticipate team needs.
Experience in a fast‑paced corporate or global environment.

Nice To Haves

Knowledge of basic accounting or budgeting principles is a plus.

Responsibilities

Manage and maintain executive calendars, scheduling meetings, appointments, and events according to priorities and deadlines.
Coordinate complex travel and logistics, including flights, accommodations, itineraries, and expense reports.
Prepare, edit, and format presentations, documents, and reports—especially in Microsoft Word and PowerPoint.
Organize and facilitate meetings, including preparing agendas, taking meeting minutes, and tracking action items.
Handle general administrative duties including correspondence, file management, and maintaining confidential records.
Serve as a liaison between executives and internal/external stakeholders, ensuring clear and timely communication.
Proactively identify and resolve scheduling conflicts or logistical issues.
Serve as a central point of communication between the U.S., China, and Vietnam teams.
Maintain and distribute: LFBU PTO Calendar Materials Compliance Tracking List Team Structure Updates Organizational Charts (US/CN/VN)
Support LFBU Board of Directors processes, including meeting reminders, documentation, and coordinating payments.
Review NDAs, Supply Agreements, Quality Agreements, Tooling/Bailment Agreements, and other legal documents for initial questions prior to sending to Legal.
Act as liaison between Account Management, Business Development, Legal, and the China Team regarding contract‑related questions.
Distribute agreements to appropriate internal reviewers for input on supplementary terms before legal review.
Update and maintain the Contracts database, ensuring that signed contracts, supplier surveys, and related documentation are accurately filed.
Facilitate signature workflows via Adobe E‑Sign and coordinate original signatures and mailing when needed.
Maintain customer documentation files and ensure timely updates
Respond to customer requests for compliance documentation including: REACH, RoHS, Prop 65, CMRT Certificate of Origin / USMCA Quality, Environmental, Corporate Social Responsibility, and Business Ethics surveys Certificate of Insurance (COI) requests CTPAT and other customs/security certifications
Coordinate with the China Team to complete regulatory and compliance requests.
Maintain the Materials Compliance spreadsheet and ensure customer files are updated accordingly.
Manage requests from 3rd‑party compliance platforms (e.g., Assent Compliance) for approximately 30 customer portals.
Manage customer portal setup and ongoing requests, including “New Supplier” registrations.
Work with Finance on Rapid Ratings requests pending NDA status.
Coordinate apparel orders through Benmatt BU for a variety of internal teams.
Support project tracking, including deadlines, deliverables, and follow‑ups.
Maintain well‑organized physical and electronic filing systems for easy document retrieval.
Update templates, explanations, and resource libraries annually (e.g., NDA templates, Business Continuity Plan, clarification letters).
Continuously improve file organization and document control processes.