Administrative Assistant

Aston Carter•Greenfield, MA

1d•$25 - $28•Onsite

About The Position

The Administrative Assistant provides comprehensive administrative support to a manufacturing plant and its operations leadership team. This role supports multiple functional areas, including plant operations, human resources, environmental health and safety, production, payroll administration, employee engagement, security, and performance reporting. The position is ideal for a highly organized, detail-oriented professional who thrives in a fast-paced operational environment and is comfortable managing multiple priorities with minimal supervision.

Requirements

Three to five years of administrative experience in a fast-paced office, manufacturing, plant, or operational environment.
High school diploma or equivalent.
Advanced proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and related tools.
Demonstrated experience providing high-level administrative support, including document preparation, presentations, meeting minutes, event coordination, communications, and visitor support.
Strong communication skills, both written and verbal, with the ability to prepare clear and professional documents and presentations.
Excellent organization and multitasking abilities, with a proven track record of managing competing priorities while maintaining accuracy.
Ability to work independently with minimal supervision and take initiative in a dynamic environment.
Strong interpersonal skills and the ability to collaborate effectively across departments and functional areas.
Professional judgment and discretion when handling sensitive or confidential information.
Detail-oriented, resourceful, dependable, and engaged approach to work.
Experience with administrative support tasks such as data entry, clerical work, and calendar management.
Comfort working in a fast-paced operational or plant environment, supporting multiple stakeholders.

Nice To Haves

Associate degree in business, office administration, or a related field is preferred.
Experience supporting a manufacturing, production, distribution, or plant environment is highly desirable.
Experience working with payroll, HR, ERP, access-control, safety, or operational reporting systems.
Familiarity with ADP, Infor LN, Velocity, PDE, or comparable business systems.
Experience managing visual workplace metrics and KPI tracking.
Demonstrated ability to support operations leadership, HR, EHS, payroll, onboarding, safety reporting, employee communications, access badges, and performance reporting while maintaining confidentiality.
Curious and proactive mindset, with an interest in improving reporting, information sharing, and administrative processes.

Responsibilities

Provide direct administrative support to plant leadership, ensuring smooth day-to-day operations.
Welcome and assist guests, vendors, contractors, and visitors, delivering a professional and positive experience.
Coordinate facilities, technology, meals, supplies, and other logistical needs for visitors and on-site events.
Prepare and format documents, presentations, memos, meeting minutes, and team communications with accuracy and professionalism.
Support special events, employee activities, and administrative projects from planning through execution.
Facilitate daily operational meetings by organizing materials, capturing key information, and providing updated data to stakeholders.
Gather, track, and maintain information related to safety, production, sales, and personnel in appropriate systems.
Provide backup administrative support to production coordination, including documentation and communication tasks.
Monitor secured entryways and external security cameras to support facility security protocols.
Administer employee, visitor, and contractor access badges, including issuing, updating, and deactivating badges as needed.
Maintain the access-control database to ensure accurate and current badge and access information.
Monitor the payroll system to verify that employee timecards are submitted on schedule and follow up on discrepancies.
Troubleshoot timecard issues and assist with system setup for new hires within payroll and related platforms.
Assist with coordinating safety and ergonomics meetings, including scheduling, materials, and documentation.
Maintain safety metrics, hazard identification information, and related reporting to support environmental health and safety initiatives.
Support the accurate entry and tracking of safety information within applicable systems and tools.
Create and post site communications, visitor welcomes, safety updates, and employee-relations materials throughout the facility.
Assist with candidate screening, onboarding activities, and preparation of new-hire materials and documentation.
Ensure required legal notices, workplace posters, and policies remain current and properly displayed throughout the facility.
Coordinate employee engagement committees, events, and activities to strengthen workplace culture.
Handle employee and business information with a high level of discretion, confidentiality, and professionalism.
Support the implementation of visual workplace metrics, including displays and dashboards.
Coordinate the publication and distribution of performance metrics to leadership and relevant teams.
Help develop systematic and automated approaches to reporting and information sharing to improve efficiency and accuracy.
Perform general administrative duties such as data entry, clerical tasks, calendar management, and document organization as needed.