Administrative Assistant

Administrative Assistant - Manufacturing Facility

Position Summary
The Administrative Assistant provides administrative and operational support for the manufacturing facility. This role is responsible for coordinating office activities, supporting facility operations, managing meeting and event logistics, maintaining records, and serving as a key point of contact for employees, visitors, and vendors. The position helps ensure the facility operates efficiently by supporting leadership, overseeing office and facility-related administrative functions, and coordinating internal communications.

Key Responsibilities

Administrative Support
Provide administrative support to plant leadership and functional teams.
Schedule meetings and coordinate appointments.
Assist with office supply management.

Facility Coordination
Oversee daily administrative aspects of facility operations.
Coordinate building maintenance requests and work with vendors as needed.
Monitor office and common areas to ensure a clean, organized, and professional environment.
Manage visitor access, badges, and reception activities.
Support facility events, employee engagement activities, and site communications.

Meeting & Event Management
Coordinate conference room scheduling and meeting logistics.
Arrange meeting setups, including room configuration, catering, technology, and supplies.
Support leadership meetings, customer visits, audits, and special events.
Communication & Coordination
Serve as a liaison between departments, employees, contractors, and external vendors.
Assist in communicating company announcements and facility updates.
Coordinate travel arrangements and accommodations as needed.

Qualifications
Associate degree or equivalent administrative experience preferred .
3+ years of administrative support experience, preferably in a manufacturing environment.
Strong organizational and multitasking skills.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, and Teams).
Ability to handle confidential information with discretion.
Strong attention to detail and customer service orientation.

Preferred Skills
Experience coordinating meetings, events, and executive schedules.
Knowledge of manufacturing or industrial facility operations.
Experience working with vendors, contractors, and facility service providers.
Ability to prioritize competing demands in a fast-paced environment.
This position plays a critical role in supporting efficient facility operations while ensuring meetings, events, and administrative processes are executed professionally and effectively.

Shift: 1st
Working Hours: 7:30-4:00pm

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status