Executive Assistant

Who We Are

LaFrance Corp is a privately owned business founded in 1946. Our corporate headquarters is located in Concordville, Delaware County, PA. LaFrance Corp is a creative work community with a strong corporate culture and fundamental core values such as Family, Teamwork, Use of the Creative Process, Respect for our Roots, Love of Technical Challenges, Honest and Fair, and Home-Grown Management. Business Units within LaFrance Corp include LaFrance, PacTec, Benmatt Industries and JAT Creative Products.

LaFrance Corp is a global leader in the design, development, and manufacturing of on-product branding. We work with top leaders in consumer and professional markets. Our products can be seen on high-end sunglasses, premium refrigerators, car key fobs, top-rated golf clubs, robotic vacuums, and much more. We believe small details make a lasting impression and build brand strength for our customers.

What Sets Us Apart

At LaFrance our core guiding principle is to Live Long and Prosper. With over 75 years of experience, we continue to drive value and success with top global brands. We maintain a casual, yet professional atmosphere and promotion from within is an essential core value. We believe in a work life balance and promote a healthy lifestyle program for all employees. Our volunteer team provides multiple opportunities a year to serve our community. We acknowledge our team members’ years of services with quarterly employee luncheons, knowing the people are what makes our company great.

Benefits include medical, dental, vision, life and disability insurance, tuition reimbursement, vacation, paid holidays, relaxed dress code, culture teams, 401K Plan, and a fitness center on the premises.

LaFrance Corp is currently seeking an Executive Assistant.

This is a hybrid role.

About the Role

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.

Key Responsibilities

Executive & Administrative Support

• 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.

Business Unit Support

• 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.

Contract & Legal Coordination

• 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

Compliance & Regulatory Support

• 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.

Portal & Customer Support

• 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.

Documentation & Process Management

• 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.

Qualifications

• 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.
• Knowledge of basic accounting or budgeting principles is a plus.