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.