Executive/HR Assistant

First Quality•Lock Haven, PA

2d•Onsite

About The Position

The Executive/HR Assistant is responsible for supporting the site and Executive Leadership team with administrative duties. This role may involve high-level contacts and exposure to sensitive information, necessitating considerable tact and diplomacy. The position supports both the Director of Operations and the Human Resources Department with a variety of tasks, ensuring smooth operations and effective communication within the organization. The role also plays a key part in promoting a strong safety culture.

Requirements

Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition and grammar.
Knowledge of principles and processes for providing customer and personal services, including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
Strong computer and internet research skills.
Strong Microsoft Office application skills.
Excellent interpersonal skills.
Demonstrated flexibility to work well with all levels of internal management and team members as well as outside customers and vendors.
Excellent time management skills.
Demonstrated reporting and presentation skills.
Demonstrated excellent written and verbal communication skills.
Ability to operate in a fast-paced, team-oriented environment.
Maintains customer confidentiality and protects operations by keeping information confidential.
5 years’ experience in an administrative position working with senior management in a confidential environment.

Nice To Haves

Bachelor’s degree in Business Administration or related field preferred or equivalent combination of education and experience.
Experience in a lean manufacturing environment preferred.
Supply management experience.
Travel logistics experience.

Responsibilities

Assists the Director of Operations and Operations staff with expense reports, letters, project tracking, meeting presentations, and other communications.
Supports the Human Resources Department with backup to payroll, company shirt program, birthday announcements, anniversary cards, ordering business cards for salaried new hires, ordering and billing of flowers, coordination of company meals, distribution of holiday gift cards, and other job duties as needed.
Responsible for P Card purchases.
Maintains leadership appointment schedule by planning and scheduling meetings, conference calls, and travel arrangements.
Prepares and edits correspondence, communication, presentations, and other documents, including the site-wide video network.
Prepares for Ownership visits by coordinating meals, setting up meeting spaces, ensuring snacks and beverages are available, and providing proper safety equipment for Owners and their visitors.
Coordinates special luncheons, meetings, and events onsite to ensure rooms and supplies are available.
Responsible for CDAs (Confidentiality Disclosure Agreements).
Sorts and distributes company mail.
Maintains company store order forms and communicates information to payroll.
Responsible for placing and expediting office supply orders and managing the breakdown by department.
Coordinates offsite business meetings and trainings.
Distributes and maintains the site-wide phone list.
Serves as Lock Haven Donation Coordinator.
Acts as a liaison with outside vendors, including office supplies, janitorial, Cintas, and vending companies.
Interacts with outside customers and vendors.
Conducts 5S audits of offices and desks.
Manages conference room management approvals.
Promotes an action-oriented safety culture embracing safety as a core value, instilling and exemplifying a safety mindset for all team members, resulting in an incident-free workplace.