Executive Assistant - Operations

About the role

Vapor Stone Rail Systems, part of Wabtec Corp and located in Plattsburgh, NY since 1998, offers products and services for locomotives including HVAC units, doors and door systems, plus aftermarket parts. The Executive Administrative Assistant of Operations supports the Director of Operations in the day-to-day running of the two Plattsburgh plant sites and holds office management responsibilities.

Key responsibilities

• Provide full administrative support: prepare documents and presentations, answer correspondence, requests and calls, write letters, organize meetings and write and distribute minutes.
• Maintain the Director's calendar, daily schedule and administrative records, and answer phones for the facilities.
• Collaborate with internal and external executives, customers, suppliers and visitors, and act as an intermediary between the Director, management and employees when needed.
• Keep written communications flowing, maintain schedules and records, sort and distribute mail, and compile data and reports for the Director, project manager and manufacturing engineer when needed.
• Organize events (menus, accommodation, AV equipment, agenda, road maps) and assist the Internal Travel Service with travel reservations.
• Order office, cafeteria and cleaning supplies, maintain the uniform contract, and keep printers running across both facilities.
• Assist the safety coordinator with reports and other administrative tasks, and help maintain the company vehicle.

Required profile

• Minimum of 5 years of experience in an executive assistant position.
• College degree in secretarial or office automation, or equivalent work experience, preferred.
• Ability to work independently, manage priorities and meet deadlines, with good organization and discretion.
• On-site presence required for day-to-day operations; occasional exposure to cold, heat, fumes, chemicals and loud noise.
• Must pass initial and random drug screenings and a fitness-for-duty test; able to wear PPE and lift 40 lbs.

Required skills

• Good knowledge of Microsoft Office (Word, Excel, PowerPoint).
• Effective communication and professional discretion.

What we offer

• Pay of $24 to $28 per hour, depending on experience and other factors.
• Benefits including health, welfare and retirement, and possibly an annual bonus.