Senior Administrative Assistant

True Harmony Company•Ely, NV

30d•Onsite

About The Position

The Senior Administrative Assistant provides high-level administrative and on-site support to leadership while helping coordinate the day-to-day needs of a dynamic production environment. This role supports greenhouse operations projects, operational reporting, cross-functional initiatives, workforce planning, onboarding and employee lifecycle processes, transportation and fleet administration, and employee housing logistics. The position also serves as an onsite resource for routine employee support, documentation, and the appropriate escalation of workplace concerns to leadership. The Senior Administrative Assistant acts as a central resource connecting Greenhouse Operations, Accounting, Human Resources, Safety & Security, and IT to ensure efficient workflows, operational continuity, and the successful execution of business and production goals. This position anticipates operational and employee-support needs, removes administrative barriers, and helps leadership maintain an efficient, organized, compliant, and productive workplace.

Requirements

2+ years of senior-level support, operations administration, project coordination, or related experience.
Experience supporting leadership in fast-paced environments.
Advanced Microsoft Office skills required.
Ability to drive for business-related errands and travel between company locations as needed. A valid driver’s license and eligibility under the company’s vehicle insurance requirements are required.
Exceptional organization and time management
Strong communication and interpersonal skills
Ability to manage highly confidential information
High accountability and ownership mentality
Process improvement and project coordination mindset
Ability to prioritize competing demands

Nice To Haves

HRIS and/or project management system experience preferred

Responsibilities

Partner with greenhouse leadership to support workforce planning, project scheduling, operational priorities, and day-to-day administrative needs.
Coordinate leadership meetings, calendars, conference rooms, all-team meetings, and communications between greenhouse teams and management.
Track and maintain labor schedules, workforce activities, operational data, incident documentation, fuel reporting, and other required records.
Coordinate employee scheduling updates and maintain accurate information within applicable company systems.
Manage purchasing requests, procurement activities, operational inventory, and related coordination with Accounting and Operations.
Prepare and organize training materials, operational documents, reports, and other administrative resources.
Coordinate new-hire onboarding and orientation, including Asana assignments, I-9 completion as directed by HR, onboarding paperwork, uniforms, PPE, and required materials.
Serve as the primary onsite contact for candidates and assist HR and hiring managers with interview scheduling and coordination.
Serve as the onsite HR point of contact for routine employee questions, benefits guidance, and workplace support, escalating matters to the Head of Human Resources as appropriate.
Support employee relations matters by gathering information, maintaining documentation, and protecting the confidentiality of employee and personnel matters.
Maintain employee files, compliance postings, required notices, onboarding resources, training records, and other HR documentation.
Coordinate employee recognition programs, engagement initiatives, training sessions, and company events.
Support employee housing administration, including welcome information, housing inventory, documentation, and move-in and move-out coordination.
Partner with HR to maintain approved-driver lists and required driver documentation.
Track shuttle-driver pay and approvals, submit monthly information to Payroll, and add or remove employees from company shuttle assignments.
Coordinate company vehicles and shuttles, ensuring they are appropriately inventoried, maintained, cleaned, documented, and ready for employee use.
Work with Accounting to ensure vehicle registrations, insurance cards, and other required documentation remain current.
Support DOT compliance activities and recordkeeping, and provide backup support to Safety and Security by monitoring GPS notifications and escalating concerns when appropriate.
Order, track, and coordinate company assets, including computers, cell phones, housing items, tools, and equipment.
Coordinate equipment setup, assignment, and transfer with IT and Operations, including technology readiness for onsite and remote new hires.
Perform other operational support activities and business-related errands as needed.