Executive Assistant/Office Coordinator, Union Grove

Executive Assistant / Office Coordinator
Location: Yorkville, Wisconsin Company: Poclain Hydraulics
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.
Position Summary
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.
Key Responsibilities
Front Desk & Visitor Experience
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
Executive & Leadership Support
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
Travel & Corporate Coordination
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
Events & Employee Engagement
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
Administrative Operations
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
Qualifications
Required
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
Preferred
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
Core Competencies
Executive Presence
Professional Communication
Organization & Prioritization
Initiative & Ownership
Adaptability
Hospitality Mindset
Discretion & Judgment
Cross-Functional Collaboration
Work Environment
This position is fully on-site within a manufacturing facility environment.
The role regularly interacts with office personnel, operational leaders, production employees, customers, vendors, and international visitors.
Occasional exposure to production and warehouse environments may occur, including noise, moving equipment, varying temperatures, and industrial conditions.
Required PPE will be provided when entering designated manufacturing areas.
Occasional schedule flexibility may be required to support early morning meetings, visitors, or company events.
Physical Requirements
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the role.
Prolonged periods of sitting and computer work
Frequent standing and walking throughout office and plant areas
Frequent verbal communication in person and by phone
Occasional bending, reaching, kneeling, or crouching
Ability to occasionally lift or move items up to 20 pounds
Ability to move between departments and meeting areas throughout the day
Why Join Poclain?
Stable global organization with strong North American growth
Collaborative and team-oriented culture
Opportunity to work directly with executive leadership
Dynamic manufacturing environment with broad business exposure
Competitive compensation and benefits package
If you are highly organized, professional, adaptable, and enjoy supporting leaders in a fast-paced environment, we encourage you to apply.