Executive Administrative Assistant

Summary

The Administrative Assistant is to maintain a high level of confidentiality and display professionalism at all times; assume responsibility without direct supervision; provide assistance to the Director of Operations in special projects. Compile data and develop reports, compose memos, update and maintain charts, and perform additional administrative duties as required. This position also provides administrative support to the Plant Finance Manager, Materials Manager and CI Manager. The ability to manage numerous routine and specialized tasks is required.

Responsibilities

1. Categorize, summarize, and/or compose information for facility reports, presentations, charts, and correspondence (requires comprehensive facility and corporate knowledge).
2. Review and recommend revisions to submissions from managers to ensure accuracy, thoroughness, consistency, appropriate format, and procedural and/or corporate compliance to compile into facility communications.
3. Write, read, and/or edit various written communications to ensure procedural compliance, thoroughness, accuracy, and grammatical usage.
4. Communicate directions and policies to managerial and supervisory staff as directed by the Director of Operations.
5. Plan and coordinate site visits for customers and corporate employees including publishing agenda, and arranging transportation, lodging, and meals.
6. Secure local services from caterers, florists, printers, transportation and lodging providers, restaurants, contractors for office renovations, etc.
7. Maintain rapport with corporate and facility employees to ensure open communications.
8. Communicate recognized trends, concerns, and issues to appropriate management so they may address them in a timely manner.
9. Represent Director of Operations at facility meetings as needed.
10. Assist with administrative deadlines and provide secretarial support to the Director of Operations, Plant Finance Manager, Materials Manager and CI Manager including maintaining calendars, scheduling appointments, distributing and preparing outgoing mail, maintaining records and files, and preparing confidential memos and reports.
11. Assist CI team with scheduling and coordinating all facility lean events.
12. Assist with administrative and clerical support for other departments as needed.
13. Coordinate staff meetings.
14. Other duties as assigned.

Qualifications

1. College Degree required.
2. Minimum of three to five years administrative or secretarial experience.
3. Ability to type a minimum of 60 wpm accurately.
4. Extensive knowledge of Microsoft Office to include Word, Excel, Power Point, Oracle, AS400, Shop Floor Control.
5. Demonstrated ability to multitask.
6. Demonstrated ability to assume responsibility without direct supervision and maintain confidentiality of all sensitive information.
7. Demonstrated ability to work well with others.
8. Highly developed oral and written communication skills.
9. Demonstrated ability to prioritize and meet deadlines.
10. Lean manufacturing knowledge and experience desired
11. Basic 5S knowledge and experience
12. Proficient in waste identification and elimination methods

EOE