Administrative Assistant

Administrative Assistant

The Administrative Assistant provides front desk, administrative, finance, HR, and site support for the Sterling facility. This role serves as the first point of contact for visitors, employees, vendors, and callers while helping ensure daily office operations run smoothly and professionally. This position supports the site by maintaining consistent front desk coverage, answering phones, assisting with visitor sign-ins, receiving packages, supporting employee badging and access needs, completing routine data entry, and assisting with administrative tasks that support Finance, HR, IT coordination, and plant operations. The role is intended to improve office continuity, reduce administrative interruptions for key site employees, support timely and accurate reporting, and help create a professional and welcoming experience for employees and visitors.

Essential Functions

• Provide consistent front desk coverage during scheduled working hours.
• Answer incoming phone calls, direct calls appropriately, and take accurate messages when needed.
• Greet employees, visitors, vendors, contractors, and delivery personnel in a professional and welcoming manner.
• Manage visitor sign-in processes and help ensure site access procedures are followed.
• Receive, sort, and distribute mail, packages, deliveries, and other incoming materials.
• Assist with employee badging, access issues, and coordination with appropriate internal resources.
• Support routine administrative tasks for site leadership, HR, Finance, and Operations.
• Assist the Plant Controller with routine finance support, including data entry, invoice coding support, documentation organization, filing, and report preparation.
• Support Sterling SAP entry processes assigned and trained.
• Help maintain accurate records, files, spreadsheets, and site documentation.
• Assist with ordering office supplies, coordinating small site needs, and running local errands for plant-related business when needed.
• Help reduce administrative interruptions for employees by serving as the primary point of contact for general office needs.
• Support month-end processes by assisting with documentation, data entry, and administrative follow-up.
• Maintain confidentiality when handling employee, financial, business, or site-related information.
• Communicate professionally with internal and external stakeholders.
• Escalate issues, questions, or concerns to the appropriate leader in a timely manner.
• Perform other duties and projects as assigned.

Additional Functions

• Assist with employee communications, postings, meeting preparation, and site announcements as needed.
• Help coordinate office coverage during meetings, leadership absences, or other operational needs.
• Support onboarding activities by helping prepare materials, badges, visitor access, and basic site resources.
• Assist with maintaining a clean, organized, and professional front office environment.

Glanbia Values

• Showing Respect: Communicate with employees, visitors, vendors, and internal partners in a professional, courteous, honest, and respectful manner. Maintain confidentiality and treat all individuals with fairness and professionalism.
• Find a Better Way: Look for opportunities to improve office processes, reduce administrative gaps, organize information more effectively, and support smoother daily operations for the Sterling site.
• Winning Together: Work collaboratively with Finance, HR, Operations, IT, and site leadership to ensure employees and visitors receive timely support. Step in where needed to help the team operate efficiently.
• The Customer's Champion: Provide responsive and professional support to internal and external customers, including employees, callers, visitors, vendors, and delivery partners. Help ensure requests are routed and resolved in a timely manner.
• Performance Matters: Complete assigned administrative, finance, and site support tasks accurately, timely, and with attention to detail. Support reliable reporting, documentation, and follow-through.
• Sense of Fun: Contribute to a positive and welcoming office environment. Help create a workplace where employees, visitors, and team members feel supported, included, and comfortable engaging with the site.

Qualifications

• High school diploma or equivalent required.
• Prior administrative, front desk, office support, finance support, or customer service experience preferred.
• Strong verbal and written communication skills.
• Professional and welcoming phone and front desk presence.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Strong attention to detail and accuracy.
• Ability to organize tasks, manage competing priorities, and follow through on assignments.
• Basic computer skills required, including Microsoft Outlook, Word, and Excel.
• SAP or ERP system experience preferred, but not required.
• Ability to learn internal systems, processes, and site procedures.
• Ability to work independently while also supporting a team environment.
• Must be dependable, punctual, and able to provide consistent scheduled office coverage.
• Valid driver's license preferred if local errands are required.

Physical Demands

• Regularly involves sitting, talking, listening, typing, and using hands and fingers.
• Regularly involves standing, walking, reaching, and handling office materials.
• Occasionally involves bending, stooping, carrying, lifting, or moving office supplies and packages.
• May occasionally require walking through office or plant-adjacent areas.
• Must be able to lift and carry items weighing up to 25 pounds.
• Manual dexterity sufficient to operate office equipment, computers, phones, printers, and basic office tools.
• Must be able to communicate clearly in person, by phone, and by email.
• Must be able to work at a desk or workstation for extended periods of time.

Typical Environmental Conditions

• Work is primarily performed in an office/front desk environment.
• May occasionally enter plant or production-adjacent areas, requiring compliance with site safety and visitor procedures.
• May interact with employees, visitors, vendors, contractors, delivery drivers, and leadership throughout the workday.
• Schedule may require flexibility during key business periods, including month-end or special site needs.

Disclaimer

Must perform the essential duties and responsibilities with or without reasonable accommodation efficiently and accurately without causing significant safety threat to self or others. The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed.

At Glanbia, we celebrate diversity, because we know that our individual strengths make us stronger together. We welcome and encourage interest from a wide variety of candidates, and we will give your application consideration, without regard to race, color, religion, sex, sexual orientation, gender perception or identity, national origin, age, marital status, protected veteran status, or disability status. At Glanbia our culture will celebrate individuality, knowing that together we are more.