Administrative Assistant

Administrative Assistant (Site & Leadership Support)

Position Overview

We are seeking an experienced, proactive Administrative Assistant to provide direct executive and operational support to site leadership. In this role, you will perform high-level administrative work for the Division Manager and Site Manager, serving as a central point of contact for internal teams, cross-functional department heads, and external stakeholders to ensure efficient day-to-day site operations.

Key Responsibilities:

• Executive & Leadership Support: Performs administrative work for the division manager or site manager, including calendar management, executive correspondence, prioritizing daily tasks, and managing scheduling conflicts.
• Meeting & Event Coordination: Organize and facilitate leadership meetings, site-wide town halls, and operational reviews; prepare agendas, take and distribute meeting minutes, and track action items to completion.
• Travel & Expense Management: Coordinate domestic travel arrangements, hotel accommodations, and ground transportation; prepare and submit leadership expense reports in accordance with corporate policy.
• Documentation & Reporting: Draft, proofread, and format presentations, memos, operational summaries, and confidential correspondence. Maintain organized digital filing systems and document repositories (e.g., SharePoint).
• Site Liaison & Visitor Hospitality: Act as the first point of contact for site leadership visitors, clients, and corporate guests. Coordinate site badging, visitor access protocols, and hospitality arrangements.
• Procurement & Departmental Logistics: Process purchase orders, track invoices, manage office and facility supply inventories, and reconcile departmental credit card charges.
• Confidentiality: Handle highly sensitive operational, personnel, and financial information with strict discretion and integrity.

Qualifications:

• Experience: 3–5 years of administrative experience, preferably supporting senior managers, directors, or plant/site operations in an engineering, manufacturing, or corporate environment.
• Education: High school diploma or equivalent required; Associate or Bachelor’s degree in Business Administration or a related field preferred.
• Software Proficiency: Advanced skills in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, Teams); familiarity with enterprise ERP/procurement systems (e.g., SAP, Ariba) is an asset.
• Communication Skills: Strong written and verbal communication abilities across all levels of an organization.
• Organization & Detail: Exceptional prioritization skills, high attention to detail, and ability to operate independently in a fast-paced environment.