The Administrative Assistant II will provide essential clerical and organizational support to help business in our Stantonsburg Road Wilson facility run smoothly. They handle a wide range of tasks, including managing calendars, scheduling meetings, handling correspondence, and maintaining files, ensuring efficient office operations.
Core Administrative Tasks:
- Communication: Answering phones, managing emails, and handling incoming and outgoing mail and faxes. Placing internal job postings in designated areas. Scanning job applications and forwarding to HR.
- Scheduling: Setting up appointments, managing calendars, liaising with security for any visitors and coordinating meetings and any meal arrangements needed for meetings as well as travel arrangements.
- Record Keeping: Maintaining filing systems, databases, and records, both physical and digital.
- Document Management: Preparing, editing, and proofreading documents, reports, and presentations as well as keeping the internal message boards updated.
- Office Management: Ordering supplies, managing inventory, and coordinating with vendors.
- House Keeping: Ensuring main conference room, small conference and staff break room are kept tidy and items are replenished after usage.
Specific Duties May Include:
- Some administrative assistants may also handle basic bookkeeping tasks.
- Provide assistance to other facility team members with various administrative tasks.
- Coordinating logistics for meetings, conferences, and other events.
- Maintaining discretion and professionalism when handling sensitive information.
- Input all customer specifications into TOPS
- Set up all processing runs in TOPS
- Maintain and update Customer Manual
- Maintain and track PTO for all staff
- Build and maintain relationships with all customers
- Manage packing material inventory
- Maintain and update TV monitors
- Assist with event planning (Golf outing, Christmas lunch, Safety lunch, etc.)
- Assist Plant Manager and employees with daily tasks as needed
- Handle sensitive and confidential information with discretion.
- Compile data for customer reporting.
- Issue daily Processing Instructions for plant operations using Adage and In-Site.
Skills and Qualifications:
- Education: High school diploma or GED
- Organization and time management: Ability to prioritize tasks, manage multiple responsibilities, and meet deadlines.
- Communication skills: Excellent written and verbal communication skills are essential.
- Technical proficiency: Strong computer skills, including experience with word processing, spreadsheets, and email.
- Problem-solving skills: Ability to identify and resolve issues efficiently.
- Attention to detail: Accuracy and thoroughness in all tasks are crucial