Administrative Assistant

Sheldahl Flexible Technologies•Northfield, MN

11h•Onsite

About The Position

The Administrative Assistant serves as a key site point of contact, providing comprehensive administrative, operational, and basic accounting support to site leadership in Northfield, Minnesota. This role reports directly to the Purchasing Manager and supports daily site operations through coordination of communications, document management, meeting support, and confidential administrative tasks. In addition, this position handles basic accounting responsibilities, including invoicing inquiries, invoice closing activities, expense tracking, and ongoing communication with vendors and internal stakeholders. The role requires strong organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a fast‑paced site environment.

Requirements

High School Diploma or GED required
3+ years of administrative or executive support experience, preferably in a manufacturing, supply chain, or site‑based environment
Proven ability to handle confidential and sensitive information
Strong organizational, multitasking, and time‑management skills
Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)
Experience with administrative systems and office equipment
Excellent written and verbal communication skills
Strong attention to detail and follow‑through
Professional customer service and interpersonal skills

Nice To Haves

Associate’s Degree preferred
Familiarity with accounting and purchasing systems (e.g., Oracle) preferred
Preferred basic accounting experience, including handling invoicing inquiries, assisting with account reconciliations, and communicating with vendors/suppliers.

Responsibilities

Serve as the primary site point of contact for administrative and operational matters
Read, screen, and route incoming mail and correspondence; locate and attach appropriate files for response
Compose and initiate routine and non‑routine correspondence, memoranda, emails, and reports
Handle highly confidential and sensitive information with discretion and professionalism
Organize, maintain, and update filing systems, records, contact lists, and key distribution logs
Answer, screen, and direct phone calls; provide information to callers and arrange conference calls
Greet scheduled visitors, coordinate escorts, and assist with or conduct facility tours
Arrange and coordinate travel schedules, reservations, and related logistics
Coordinate meetings by preparing agendas, reserving facilities, arranging logistics, and recording/transcribing meeting minutes
Conduct research and compile statistical data; prepare reports and presentations for management and site meetings
Prepare outgoing mail and correspondence, including email and fax communications
Order, maintain, and track office supplies, operational materials, ESD supplies, and equipment maintenance needs
Act as liaison between managers, leads, associates, and contract workers regarding site policies, procedures, and communications
Support ISO certification by ordering, maintaining, and dispensing ESD supplies as needed
Input Customer Satisfaction Index (CSI) responses and prepare weekly, monthly, and quarterly reports and presentations
Verify third‑party invoices against services/products; track expenses, resolve invoice blocks (e.g., Oracle, Titan), and assist with reconciliations and cost reporting
Assist with planning and execution of company meetings, special events, and promotional activities, including food, beverage, A/V, transportation, and logistics coordination
Make high‑level contacts with customers, vendors, visitors, and other external stakeholders as required
Collect and prepare materials and information for executive staff meetings and discussions with outside parties