Administrative Assistant

Job Description

Job Description

Position Summary

The Administrative Assistant reports to the HR Manager and provides comprehensive administrative and clerical support to the Human Resources department and all department managers across the organization. This position plays a key role in ensuring the efficient day-to-day operation of administrative functions by coordinating activities, preparing business documents, maintaining records, ordering office supplies, and supporting cross-functional projects.

The ideal candidate is highly organized, detail-oriented, and customer service focused, with excellent communication and computer skills. The ability to prioritize multiple assignments, maintain confidentiality, and work effectively in a fast-paced manufacturing environment is essential.

Essential Duties and Responsibilities

• Provide administrative support to the HR Manager and all department managers.
• Prepare professional correspondence, reports, presentations, spreadsheets, and other business documents using Microsoft Excel, Word, PowerPoint, and Outlook.
• Coordinate calendars, meetings, conference rooms, and training sessions for multiple departments.
• Maintain departmental files, records, and electronic document management systems.
• Order and maintain office supplies, equipment, and other administrative materials while monitoring inventory levels.
• Greet visitors, and provide exceptional customer service to employees, customers, vendors, and visitors.
• Assist Human Resources with interview scheduling, onboarding activities, orientation materials, employee communications, and special projects.
• Support company meetings, employee events, recognition programs, and other organizational initiatives.
• Compile reports, metrics, spreadsheets, and administrative data for department managers and leadership.

• Coordinate incoming and outgoing mail, packages, and courier services.
• Maintain confidentiality of employee, customer, financial, and company information.
• Serve as a central administrative resource by responding to requests from department managers and helping coordinate cross-functional activities.
• Identify opportunities to improve administrative processes and office efficiencies.

Minimum Qualifications

• High school diploma or GED required.
• Associate degree in Business Administration, Office Administration, Human Resources, or a related field preferred.
• Minimum of three (3) to four (4) years of directly related administrative assistant or office administration experience required.
• Experience supporting multiple department managers in a fast-paced office or manufacturing environment is preferred.
• Strong proficiency in Microsoft Office Suite, including:
• Microsoft Excel (advanced spreadsheets, formulas, sorting/filtering, charts, and reporting)
• Microsoft Word
• Microsoft PowerPoint
• Microsoft Outlook
• Excellent organizational, time management, and multitasking skills.
• Strong verbal and written communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong customer service and interpersonal skills with the ability to build effective working relationships at all levels of the organization.

Physical Requirements

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this position.

• Constant sitting, standing, and walking throughout the workday.
• Frequent use of hands and fingers to operate a computer keyboard, telephone, copier, scanner, and other standard office equipment.
• Frequent reaching, bending, stooping, and filing.
• Occasional lifting, carrying, pushing, and pulling of office supplies, files, and materials weighing up to 25 pounds .
• Ability to communicate effectively in person, by telephone, and electronically.
• Visual ability to read documents, computer screens, and reports.

Work Environment

• Professional office environment located within a manufacturing facility.
• Regular interaction with employees, department managers, vendors, visitors, and customers.
• Ability to manage multiple priorities and interruptions while maintaining a high level of accuracy and professionalism.

Perform other administrative and clerical duties as assigned.