Plant Office Assistant

Job Summary

The primary role of the Office Assistant is to greet, assist, provide direction, and information to clients, employees, visitors, and other guests of Crown Bakeries. Provides high-level administrative support to leadership, ensuring the smooth operation of offices and supply ordering. This role requires high confidentiality, proactivity, and the ability to anticipate the needs of different departments, while managing complex schedules, communications, and projects with a high level of professionalism.

Responsibilities

• Greet clients, visitors, employees, and guests per company hospitality standards; determine the purpose of each person’s visit and direct or escort them to the appropriate location.
• Answers, screens, and directs phone calls to staff; takes messages, schedules appointments, and manages meeting room calendars. Handle matters independently when appropriate.
• Receives mail, documents, packages, and courier deliveries and delivers and/or distributes items.
• Prepare and edit correspondence, communications, presentations, and reports for leadership review. Ex. Deep Dive presentations, expense reports, town halls, and others as requested.
• Prepare outgoing mailings of company merchandise / departmental items to plant locations.
• Effectively “Open” and “Close” the office each day, ensuring that it is ready for business operations.
• Assist with the company's on-site meeting functions, including catering, meeting space set-up, planning, and ongoing activities- leadership level events.
• As requested, attend meetings, record minutes, and track follow-up items to ensure accountability.
• Manage the ordering, inventory, and maintenance of office and kitchen supplies.
• Validate and reconcile invoices and forward to the appropriate manager for approval, ensuring allocations are recorded accurately.
• Oversee the uniform delivery process, including ordering, inventory management, distribution, vendor communication, and ensuring timely delivery for staff.
• Support Human Resources functions with the ordering and/or preparation of items for new hires.
• Manage employee locker assignments and badge access, maintaining accurate records and ensuring timely issuance for new hires and replacements.
• Maintain office décor in support of holidays and key events. Create welcome signs.
• Support Operation Departments by facilitating and optimizing the operational workflow as requested.
• Additional projects and duties as assigned by the HR Manager, Plant Manager, or Departmental Managers.
  
  

Qualifications And Skills

• Associate’s degree in business administration, communications, or related field (preferred).
• 3–5 years of experience in an executive assistant, administrative assistant, or similar role.
• Advanced proficiency in Microsoft Office Suite and digital collaboration tools (Teams, SharePoint, Google Workspace).
• Exceptional organizational and time management skills, with the ability to prioritize competing demands.
• Strong written and verbal communication skills with executive presence.
• Proven ability to maintain confidentiality and handle sensitive information.
• Maintain a high degree of professionalism, discretion, and independent judgment.
• Bilingual (preferred)
  
  

Work Environment

This position operates in an office environment. Office setting with standard business hours; occasional overtime may be required. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. Direct interaction with executives and external stakeholders.

EEO Statement

Crown Bakeries is an equal opportunity employer. We are committed to providing a work environment that is free from discrimination and harassment. It is our policy to recruit, hire, train and promote individuals without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity or any other characteristic protected by law. We prohibit any such discrimination or harassment in our workplace and strive to foster a diverse and inclusive workforce. This EEO policy applies to all aspects of employment, including recruitment, hiring, training, promotion, compensation, benefits and other terms and conditions of employment.