Administrative Assistant

Category:

Administration & Office Support

Employment Type:

Contract

Reference:

BH-381345

Under the direct supervision of the Plant Director, this position provides administrative and secretarial support for the executive and department. In addition to typing, filing, and scheduling, performs duties such as financial record keeping, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Additionally, answers non-routine correspondence and assembles highly confidential and sensitive information. Interacts with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize diversified workload, as well as recommends changes in office practices or procedures.

Key Responsibilities:

• Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department
• Schedules visits with Board Members, customers, and external personnel as needed
• Coordinate internal events with plant staff including ordering shirts, booking meeting rooms, coordinating lunches, etc.
• Support onboarding/offboarding of employees through ordering IT equipment, setting up administrative access & workstations, etc.
• Send mass communications to staff in plant regarding overtime schedules, all team staff meetings, updates, etc.
• Follow-up on monthly safety trainings, sending letters to employees
• Establishes, develops, maintains, and updates filing system for the executive and the department. Retrieves information from files when needed
• Organizes and prioritizes large volumes of information and calls
• Sorts and distributes mail, responding via written responses, phone, or e-mail when necessary. Responds to regularly occurring requests for information
• Handles confidential and non-routine information
• Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy
• All other duties as assigned

• Timely response to internal and external customers
• Management of Plant Directors' calendar

• Required: High School Diploma
• Preferred: Associate degree

• Required: 2+ years' experience in administrative assistant or similar role
• Preferred: 2+ years' experience in administrative assistant role supporting logistics/manufacturing operations
  

• Comfortable using Microsoft Office, Power BI, and other computer programs
• Interpersonal skills to work effectively with others
• Must be detail oriented