Safety Administrative Assistant

International Minerals Carlsbad LLC is seeking an organized and detail-oriented Administrative Assistant to support the Safety Department at its Carlsbad mining operation.

This position provides administrative, organizational, and technical support to Safety leadership and department personnel. Responsibilities include coordinating schedules and meetings, maintaining departmental records, preparing correspondence and presentations, arranging travel, processing expense reports, and handling confidential information.

The ideal candidate has strong Microsoft Office skills, excellent attention to detail, and the ability to manage daily administrative responsibilities independently within a fast-paced industrial environment.

Essential Responsibilities

• Provide daily administrative support to Safety leadership and department personnel.
• Manage calendars, appointments, meetings, conference calls, and departmental schedules.
• Coordinate safety meetings, training sessions, departmental events, and other scheduled activities.
• Reserve meeting spaces and prepare audio, visual, and conference-call equipment.
• Prepare meeting materials, agendas, presentations, and supporting documentation.
• Arrange domestic and international travel for assigned leaders and employees.
• Coordinate passports, visas, transportation, lodging, and related travel requirements when needed.
• Prepare and process purchasing card, travel, and expense reports.
• Order catered meals and other meeting supplies when required.
• Organize and maintain electronic and physical departmental files.
• Assist with maintaining safety records, training documentation, reports, and related departmental materials.
• Draft, proofread, format, and distribute correspondence, reports, presentations, and other documents.
• Use Microsoft Word, Excel, PowerPoint, Outlook, and related applications to complete assigned work.
• Assist with email correspondence, copying, scanning, document distribution, and records management.
• Handle confidential employee, operational, and safety-related information with discretion.
• Monitor administrative deadlines and follow through to ensure assignments are completed accurately and on time.
• Coordinate with employees, contractors, managers, and other departments regarding meetings, documentation, and administrative requirements.
• Maintain office supplies and assist with departmental purchasing requests.
• Independently resolve routine administrative issues and escalate concerns when appropriate.
• Assist with special projects and perform other administrative duties as assigned.

Minimum Qualifications

• High school diploma or GED.
• At least three years of administrative assistant or related office-support experience.
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and other Microsoft Office applications.
• Experience coordinating calendars, meetings, travel, and expense reports.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and commitment to producing accurate work.
• Ability to organize and maintain electronic and physical records.
• Ability to manage multiple priorities and meet established deadlines.
• Ability to work independently with general supervision.
• Ability to handle sensitive and confidential information appropriately.
• Professional interpersonal and customer-service skills.
• Must be legally authorized to work in the United States.

Preferred Qualifications

• Postsecondary education or administrative training in business administration, office management, or a related field.
• Administrative experience supporting a Safety, Operations, Human Resources, Engineering, or industrial department.
• Experience working within mining, manufacturing, construction, energy, utilities, or another heavy industrial environment.
• Experience maintaining training, compliance, safety, or other regulated records.
• Experience arranging domestic or international business travel.

Work Environment

This position works on site within an active mining and industrial operation. The Administrative Assistant primarily performs office-based work but may periodically enter operational areas to support meetings, training sessions, document delivery, or departmental activities.

The successful candidate must comply with all applicable site-access, safety, training, and personal protective equipment requirements when entering operational areas.

International Minerals Carlsbad LLC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to any status protected by applicable federal, state, or local law.