Administrative Assistant

The Administrative Assistant provides comprehensive administrative and operational support to the Management Team and serves as a central resource for site trade compliance, engineering and quality documentation, scheduling, communications, visitor coordination, and general office support.

This role requires a detail-oriented individual who can maintain accurate records, coordinate activities across departments, support compliance requirements, and help sustain an organized, efficient, and compliant workplace.

SKILLS/ABILITIES:

Excellent organizational and multitasking abilities.

Strong written and verbal communication skills.

Proficiency in managing databases, filing systems, shared calendars, and ERP systems.

Competency in preparing correspondence, reports, presentations, meeting minutes, and detailed records.

Knowledge of quality control practices and engineering document control processes.

Ability to understand and support site trade compliance requirements, procedures, and records.

Ability to coordinate visitors, events, training, and cross-functional administrative activities.

Ability to operate office equipment, including scanners and plotters.

Proficiency in Microsoft Office and other office productivity software.

Strong attention to detail, sound judgment, and problem-solving skills.

DUTIES AND ESSENTIAL JOB FUNCTIONS:

The Administrative Assistant is responsible for:

Organize and schedule meetings, maintain shared calendars, and coordinate site events and employee activities.

Greet office visitors, coordinate facility access, manage required visitor background checks, and direct visitors to the appropriate departments.

Purchase office supplies and distribute office notices and other internal communications.

Serve as the Site Trade Compliance Coordinator by maintaining site procedures and records and coordinating required personnel training.

Screen customers and suppliers involved in business transactions in accordance with regulatory and corporate requirements.

Review, release, revise, distribute, and maintain engineering documents, certificates, reports, and drawings.

Maintain project documentation, correspondence, engineering records, and related ERP data, and coordinate the reproduction and distribution of engineering drawings.

Revise, release, distribute, and maintain the Quality Program Manual and other controlled quality documentation.

Support internal audits and supplier evaluations, including preparation, coordination, recordkeeping, and follow-up documentation.

Prepare monthly meeting minutes and presentations and support routine quality reporting and documentation activities.

Perform data entry for reports, engineering and design items, quality checks, and site records, and reconcile labels, inserts, and boxes in accordance with applicable requirements.

Provide clerical and coordination support across departments to help maintain an organized, efficient, and compliant workplace.

PREFERRED JOB SPECIFICATIONS:

2-year Associate’s degree in Business or similar field.

Experience with working to a Quality Assurance program, e.g. ASME NQA-1, ISO-9001.

General knowledge of assembly shop & manufacturing activities/environment.