Job Summary
The Administrative Assistant I provides clerical and administrative support to Division Directors and other leaders in the Plant Operations Department. This role performs a variety of tasks, including preparing correspondence, scheduling meetings, maintaining records, and taking minutes, while ensuring the smooth operation of the office.
Essential Functions
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Prepares and proofs correspondence, reports, forms, schedules, and other documents, ensuring accuracy and confidentiality.
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Assists Division Directors in planning, organizing, and implementing administrative activities, including developing complex reports.
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Maintains business calendars, schedules meetings and conferences, and prepares agendas for meetings conducted by Division Directors.
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Establishes and maintains organized record-keeping systems for hard copy and electronic files, including policies, procedures, and reports.
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Serves as the first point of contact for visitors and phone inquiries, addressing needs or referring to appropriate associates with professionalism.
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Attends meetings, takes minutes, and distributes them to relevant participants, ensuring timely follow-up on action items.
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Coordinates meeting arrangements, travel schedules, and reimbursement documentation for Division Directors and other leaders as assigned.
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Assists in drafting and distributing nursing department and safety manual policies and procedures as directed.
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Monitors and operates office equipment, such as computers, printers, and transcription devices, ensuring functionality and proper maintenance.
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Provides oversight of clerical activities, including reviewing correspondence and documents prepared by others for accuracy and adherence to procedures.
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Performs other duties as assigned.
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Maintains regular and reliable attendance.
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Complies with all policies and standards.
Qualifications
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Associate Degree or coursework in Business Administration or a related field preferred
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0-2 years of clerical or administrative experience required
Knowledge, Skills and Abilities
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Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office equipment.
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Strong organizational and time management skills with attention to detail.
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Excellent verbal and written communication skills, including grammar and proofreading.
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Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
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Professional demeanor with strong interpersonal skills to interact with staff, executives, and external stakeholders.
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Ability to handle sensitive and confidential information with discretion.
