ADMINISTRATIVE ASSISSTANT

Position Summary

The Executive Administrative Assistant acts as a strategic partner to the Plant Director and other leaders, ensuring the efficient operation of the manufacturing facility’s leadership office. This position sits at the intersection of executive support and plant operations, managing the Director’s time while supporting critical maintenance, safety, compliance, and operational reporting functions. Key core responsibilities include but are not limited to:

• Strategic Calendar Management: Manage complex diaries, prioritizing urgent operational issues (e.g., line stoppages) over routine tasks.
• Production Reporting: Collate daily OEE, scrap, and downtime reports from raw data for the Director’s review.
• Safety Compliance: Maintain safety training records, enter incident data, and coordinate safety committee meetings.
• Procurement & ERP: Manage expense reports and raise Purchase Orders (POs) using systems like SAP or Ariba.
• Visitor Management: Oversee plant tours, ensuring all guests have completed safety briefings and are issued PPE.
• Technical Skills: Mastery of MS Office, SAP (procurement), and EHS software. 
  
• Physical: Willingness to wear PPE (steel-toed boots, safety glasses) and walk the production floor.

ESSENTIAL JOB FUNCTIONS

• Provide administrative support as needed with a variety of clerical activities and related tasks.
• Anticipates the needs of the site Plant Director during the final project phase and acts accordingly and proactively brings together appropriate people and resources to support leadership in addressing issues.
• Provides the Site Plant Leadership Team with information to allow them to make consistent decisions regarding various matters while serving as a liaison between other parties.
• Arranges meetings by developing itineraries and agendas, booking any necessary transportation, arranging meals, lodging, and meeting accommodations.
• Manage calendars, calls and other appointments; resolve scheduling conflicts for executive leadership
• Exercising independent judgement and discretion on sensitive and confidential matters.
• Preparing and transmitting correspondence, presentations, charts, tables, and other memoranda using MS Word, Excel, PowerPoint, and Outlook, often under tight deadlines, ensuring documents produced are error-free and grammatically correct.
• Completes projects and special assignments by establishing objectives; determining priorities; managing time; gaining corporation of others; monitoring progress; problem-solving; adjusting plans.
• Updates job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.
• Improves quality results by studying, evaluating, and re-designing processes, suggesting and implementing changes.
• Manages and retains files, documentation, and other important records up-to-date and current, ensuring confidentiality always.
• Performs other duties as assigned.

QUALIFICATIONS

Education, Experience, and/or Training

• High school diploma or equivalent required.
• Experience supporting executive-level staff.

Knowledge, Skills, and Abilities

• • Advanced administrative skills and knowledge
  • Superior verbal/written skills and presentation skills.
  • Ability to manage multiple, rapidly evolving priorities in a dynamic, high-growth operation with professionalism and confidentiality.
  • Personable, self-directed, collaborative.
  • Excellent interpersonal relationship building.
  • Ability to promote process improvement.
  • Detail oriented and highly organized.
  • Proactive and independent with the ability to take initiative.
  • Excellent time management skills with a proven ability to meet deadlines.
  • Must have strong computer skills and be proficient in Microsoft Suite (Outlook, Word, Excel and PowerPoint).
  • Strong analytical and problem-solving skills.
  • Good punctuation, spelling, grammar, and attention to detail a must.
  • Highly dependable.

ADDITIONAL ELIGIBILITY REQUIREMENTS

Employment is contingent upon the successful completion of a background check, pre-employment physical and drug screen. In addition to the following:

Security Clearance Requirements

• Transportation Workers Identification Credential (TWIC) upon request

Software

• Proficiency in Microsoft Office, including Excel, Word, and Outlook required

Physical

• Ability to sit for prolonged amounts of time required.
• Ability to effectively communicate through various means required.

Environmental

• Work is performed within an office environment, including office equipment – such as computers, telephones, and copiers.
• Requires passing by industrial equipment on way to office.
• Noise levels are typically moderate.

Work Schedule

• Monday – Friday between 8:00am – 5:00pm
• May work additional hours and days, including weekends and holidays as required.