Executive Assistant

USA Rare Earth • Stillwater, OK • 1d ago

Executive Assistant

Who we are:

We are on a mission to become a leading supplier of critical materials that enable the green energy and technology revolution. Our materials and technologies are required for the electric vehicle, green energy, consumer electronics, and defense industries, and our battery grade lithium and tech metals are needed for chipsets, semiconductors, and 5G.

We have a substantial interest in the Round Top, Heavy Rare Earth, Lithium and Critical Minerals deposit in West Texas. We have also developed the United States' first rare earth and critical minerals processing facility and we own the only scalable, sintered neo-magnet manufacturing system in the Western Hemisphere. By developing this fully integrated, US-based "mine-to-magnet" critical mineral supply chain, we are poised to become the leading domestic supplier to these industries.

What you can expect:

At USA Rare Earth, we are pioneers and problem solvers, technologists and team players. Together, we:

Build Solutions : If our task was a simple one, it would already be done. We are creative and solution-oriented, and we think outside the box to solve important problems. We know that a range of expertise and technologies is needed for success, and we work across sectors and alongside customers to deliver world-class solutions in sustainable ways.

Deliver Quality : When we do things, we do them well. We believe that top-tier quality leads to industry competitiveness and we hold ourselves to the highest quality standards. We move fast when executing, but safety, quality, and excellence always come first.

Lead responsibly : We have a responsibility to the planet, our consumers, our country, and each other. We put safety at the center of all we do, take accountability for our actions, incorporate sustainable practices in our processes and act with the financial best interest of our investors and consumers in mind.

Win Together : Establishing a rare earth magnet supply chain is a big undertaking - and getting there is a team effort. We communicate openly, work together and challenge each other in pursuit of our goals. With every step we take we learn and get better.

Job Summary:

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.

Key Responsibilities

Executive Support

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

Customer & Site Visit Coordination

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

Cross-Functional Coordination

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

Qualifications

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

Work Environment

The work environment will be a mix of a typical office environment, a manufacturing floor and a constru. Noise level: Normal office and lab noises.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, skills required of personnel so classified. The reporting relationship may not reflect the most recent changes to the corporate reporting structure.

USA Rare Earth proudly supports Equal Employment Opportunities

USA Rare Earth's policy is to provide equal employment opportunities to all applicants and will provide reasonable accommodations according to applicable federal, state, and/or local laws.

For assistance applying for employment through this site due to disability, please contact Human Resources, hr@usare.com (ht@usare.com) , to discuss reasonable accommodations.

Department: Corporate

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