Administrative Assistant - 2nd Shift

Rhoads Industries, Inc.•Philadelphia, PA

19d•Onsite

About The Position

Rhoads Industries is seeking a 2nd Shift Administrative Assistant to provide high-level administrative support to the Vice President, Operations. This role involves conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. The position serves as the primary point of contact between the Operations team and various departments, ensuring seamless communication, collaboration, and execution of projects and strategic initiatives.

Requirements

Associate’s degree in Business Administration, Office Administration, or a related field required.
Minimum of 8-10 years of experience in project coordination and executive assistance or similar role.
A minimum of 5 years of experience providing high-level support to senior executives.
Strong organizational and communication skills.
Demonstrates a high degree of professionalism and discretion.
Ability to work across teams with a variety of projects.
Ability to effectively manage multiple tasks and priorities in a fast-paced environment.
Proven experience as an executive assistant or in a similar administrative role.
Expert in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Minimum typing skills of 70 to 100 words per minute.
Excellent organizational and time-management skills.
Strong written and verbal communication skills.
Ability to multitask and prioritize tasks effectively.
Discretion and confidentiality are essential attributes.

Nice To Haves

Bachelor’s degree in Business Administration, Management, or a related field preferred.

Responsibilities

Manage and maintain the Operations calendar, including scheduling appointments, meetings, and travel arrangements.
Provide high-level administrative support to the Operations team and prepare minutes and correspondence.
Screen and direct phone calls and distribute correspondence.
Prepare and edit correspondence, reports, and presentations.
Handle sensitive and confidential information with discretion.
Organize and coordinate meetings, conferences, and events, including booking venues, arranging logistics, and preparing agendas and meeting materials.
Record minutes during meetings and follow up on action items.
Maintain accurate records and documentation for projects, meetings and correspondence.
Assist in the preparation of presentations, reports and other materials for meetings and presentations.
Serve as a point of contact between the Operations team and internal/external stakeholders.
Draft and distribute internal and external communications.
Conduct research and compile data to support decision-making processes.
Prepare reports, presentations, and briefs for meetings and projects.
Collect and analyze data to generate insight and recommendations for decision making.
Arrange travel itineraries, accommodation, and transportation for the executive and other team members as needed.
Prepare travel expense reports, invoices, and IRs and ensure timely reimbursement.
Assist in the planning and execution of special projects and initiatives.
Track project timelines and deliverables, ensuring alignment with organizational goals.
Maintain office supplies and equipment, coordinate maintenance and repairs.
Ensure the executive office is organized and operates efficiently.
Additional duties as assigned.