Position Summary
The Secretary provides administrative and clerical support to ensure the efficient operation of the manufacturing facility and its departments. This position supports managers and cross-functional teams by coordinating administrative activities, maintaining records, scheduling meetings, preparing reports, and facilitating communication between departments. The Secretary serves as a key point of contact for employees, visitors, vendors, and customers while ensuring daily office operations run efficiently. This role requires exceptional organizational skills, attention to detail, professionalism, and the ability to manage multiple priorities in a fast-paced manufacturing environment.
Key Responsibilities
Administrative & Office Support
- Provide day-to-day administrative and clerical support to plant management and departmental leaders.
- Answer and direct incoming phone calls, emails, and visitors in a professional and courteous manner.
- Manage calendars, schedule meetings, interviews, and conference rooms for management and department staff.
- Prepare, edit, and distribute correspondence, reports, presentations, production documents, meeting agendas, and other business communications.
- Maintain accurate filing systems for operational, production, quality, and administrative records in both electronic and physical formats.
- Perform data entry and maintain confidential employee, production, and departmental records.
- Utilize AI-assisted tools (e.g., document drafting, meeting summaries, scheduling support, reporting, and presentation preparation) to improve administrative efficiency and productivity.
- Coordinate office supply inventory and order materials as needed.
- Handle incoming and outgoing mail, shipping documents, and deliveries.
- Perform general administrative duties including copying, scanning, filing, document control, and record retention.
- Complete special projects and administrative assignments as directed by management.
Cross-Functional Coordination
- Coordinate communication between Production, Quality, Engineering, Human Resources, Finance, Purchasing, Maintenance, and other departments.
- Assist department managers with tracking action items, schedules, and project deadlines.
- Support onboarding activities by preparing new hire documentation, coordinating orientation schedules, and maintaining employee files.
- Assist with coordinating interviews, training sessions, and employee meetings.
- Maintain departmental calendars and ensure timely communication of meetings, deadlines, and company events.
Production & Operational Support
- Assist in preparing daily, weekly, and monthly production reports and operational summaries.
- Collect and organize production, quality, attendance, and inventory data for management review.
- Support document control by maintaining work instructions, standard operating procedures (SOPs), forms, and other controlled documents.
- Coordinate the distribution of updated procedures and documentation to applicable departments.
- Assist management with preparing reports, presentations, and supporting documentation for operational meetings and business reviews.
Event & Administrative Coordination
- Coordinate logistics for company meetings, employee events, training sessions, audits, customer visits, and vendor meetings.
- Prepare meeting materials, agendas, attendance records, and meeting minutes.
- Assist with organizing company events, recognition programs, and plant activities.
- Coordinate travel arrangements, accommodations, and itineraries for management when required.
Customer & Vendor Support
- Serve as a professional point of contact for visitors, customers, suppliers, contractors, and external partners.
- Coordinate visitor schedules, meeting arrangements, and facility access in accordance with company procedures.
- Assist with maintaining vendor and customer documentation as requested.
Qualifications
- Associate's degree in Business Administration, Office Administration, or a related field required, Bachelor's degree preferred.
- 2–5 years of administrative, secretarial, or office support experience, preferably in a manufacturing or industrial environment.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Experience working with ERP systems, document management systems, or manufacturing software is preferred.
- Familiarity with AI-assisted tools for document preparation, reporting, scheduling, and communication is preferred.
- Ability to maintain confidentiality while handling sensitive business and employee information.
Key Competencies
- Excellent organizational and time management skills.
- Strong verbal and written communication abilities.
- High attention to detail and accuracy.
- Strong customer service and interpersonal skills.
- Ability to manage multiple priorities in a fast-paced manufacturing environment.
- Professionalism, discretion, and confidentiality.
- Proactive problem-solving and follow-through.
- Ability to work independently and collaboratively across departments.
- Strong proficiency with Microsoft Office and digital office technologies.
- Ability to leverage AI and productivity tools to improve efficiency, reporting, and communication.
Pay: From $62,100.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
