Job Summary
The Administrative Assistant provides administrative, organizational, and operational support. Reporting directly to the HR Director, this role serves as a trusted partner to leadership, enabling efficiency, coordination, and seamless execution across executive, quality, and business functions while maintaining strict confidentiality, professionalism, and attention to detail.
Essential Functions
- Provide proactive executive-level administrative support including meeting coordination, correspondence, presentations, agendas, and follow-up actions.
- Coordinate logistics, agendas, materials, and meals for executive leadership meetings, board meetings, and strategic planning sessions.
- Assist in preparation and organization of materials for board meetings, leadership offsites, ownership outlook meetings, and strategic sessions.
- Serve as a liaison between executive leadership and cross-functional teams; track action items and ensure timely follow-up.
- Assist with special projects, leadership initiatives, company-wide events, and community engagement activities, as well as assist in facilitating charitable contributions.
- Maintain organized electronic and physical filing systems of records as needed.
- Maintain Quality Management System documentation and support document control and record retention.
- Assist with internal and external audits, corrective and preventive actions, and quality reporting.
- Maintain training, certification, and compliance records aligned with quality and regulatory requirements.
- Coordinate communication with internal and external stakeholders while exercising discretion and professionalism.
- Perform all other duties as assigned.
Knowledge, Skills, and Abilities
- Administrative Support – Ability to effectively support multiple executives with competing priorities.
- Organization – Strong attention to detail and ability to manage complex schedules, documentation, and deadlines.
- Communication – Excellent verbal and written communication skills.
- Technology – Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
- Confidentiality – Demonstrated discretion, professionalism, and integrity when handling sensitive information.
- Quality Systems – Working knowledge of document control, audits, and quality-related administrative processes.
Preferred Skills
Education and Experience Requirements
- High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.
- 3–5 years of experience supporting senior leadership in an administrative capacity preferred.
Core Competencies
- Achievement Focus
Demonstrates persistence and overcomes obstacles; measures self against standard of excellence; recognizes and acts on opportunities; sets and achieves challenging goals; takes calculated risks to accomplish goals. - Business Ethics
Inspires the trust of others; keeps commitments; treats people with respect; upholds organizational values; works with integrity and ethically. - Conflict Resolution
Confronts difficult situations; encourages open communications; keeps emotions under control; maintains objectivity; uses negotiation skills to resolve conflicts. - Dependability
Commits to doing the best job possible; follows instructions and responds to management direction; keeps commitments; meets attendance and punctuality guidelines; responds to requests for service and assistance; takes responsibility for own actions. - Job Knowledge
Competent in required job skills and knowledge; displays understanding of how job relates to others; exhibits ability to learn and apply new skills; keeps abreast of current developments; requires minimal supervision; uses resources effectively. - Judgment
Displays willingness to make decisions; exhibits sound and accurate judgment; includes appropriate people in decision‑making process; makes timely decisions; supports and explains reasoning for decisions. - Managing Customer Focus
Develops new approaches to meeting customer needs; establishes customer service standards; monitors customer satisfaction; promotes customer focus; provides training in customer service delivery. - Quality
Applies feedback to improve performance; demonstrates accuracy and thoroughness; displays commitment to excellence; looks for ways to improve and promote quality; monitors own work to ensure quality. - Safety & Security
Determines appropriate action beyond guidelines; observes safety and security procedures; reports potentially unsafe conditions; uses equipment and materials properly. - Teamwork
Balances team and individual responsibilities; contributes to building a positive team spirit; exhibits objectivity and openness to others’ views; gives and welcomes feedback; puts success of team above own interests.
Physical Demands
While performing the duties of this job, the employee is regularly required to sit, stand, walk, talk, and hear. Occasional lifting of up to 30 pounds may be required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work Environment
This role is performed in an office and manufacturing environment. Exposure to production areas may require personal protective equipment. The role is fast-paced and deadline-driven, with occasional extended hours as business needs require.
EEO Statement
The client company and Insperity provide equal employment opportunities to all employees and applicants in all company facilities without regard to race (including hair texture and hairstyles), color, religious creed, sex, national origin, ancestry, citizenship status, pregnancy, childbirth, physical disability, mental and/or intellectual disability, age, military status, veteran status (including protected veterans), marital status, registered domestic partner or civil union status, familial status, gender (including sex stereotyping and gender identity or expression), medical condition (including, but not limited to, cancer related or HIV/AIDS related), genetic information, or sexual orientation in accordance with applicable federal, state and local laws.
This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.