Administrative Assistant

Job Title:

Administrative Assistant 

Function/Area:

Administration

Job Level

Intermediate

Job Group

Professional Individual Contributor

Summary Description: The Administrative Assistant provides high quality, collaborative, and professional support to one or more executives and their direct reports. Providing this level of support requires discretion, confidentiality, a good understanding of technical and business vocabulary, the ability to network with key contacts outside the department, and a detailed knowledge of Leprino’s operations, procedures, and people. This position maintains an elevated level of organization and effective communication amongst the department, while providing superior internal customer service to the division officers and staff. This position gathers, compiles, verifies, and analyzes information for the Plant Manager’s use in documents such as KPI reports, business performance summaries, memos, letters, speeches, presentations, and plant communications. In additional the position coordinates actions and activities with other clerks and administrators.

 

Job Duties (Accountability Categories and Essential Functions/Key Responsibilities): NOTE: The job may

include other “non-essential” responsibilities and duties that are not listed on this form.

#

Accountability

Category

Essential Functions/Key Responsibilities

% of Time

1

Coordination

• Manages and coordinates the administrative and logistical details associated with the day-to-day operations of the Plant Manager
• Documents and distributes high-level information in a confidential manner.
• Coordinates events and travel as they arise.
• Facilitates and reconciles expense transactions. Prepares and submits expense reports for core leaders. Identifies and codes purchase orders for department and submits to correct approver. Purchases department supplies and reconciles monthly P-Card expenses. Maintains and replenishes department supplies and reconciles monthly P-Card expenses.
• Processes and audits expenses for executive and direct reports to ensure departmental activities are conducted within established budgets.
• Initiates department’s new hire processes to ensure all

systems and technology are available for new employees

• Maintains the security of the executives’ records and files

(both electronic and paper).

 

50%

2

Meeting Support

• Coordinates Plant Manager calendar, 1:1 weekly or monthly meetings with department     head and direct reports. Prepares agendas, circulates minute notes, and ensures action item follow ups for each meeting.
• Organizes and coordinates logistical arrangements and oversees planning and financial accountability for division and department meetings and events. Organizes and coordinates individual functions and other meetings as requested.

30%

 

 

 

• Collaborates with other Clerks and Administrators to plan large and/or recurring meetings.
• Attends department staff meetings, prepares agenda, circulates minute notes, and ensures action item follow ups for each meeting.

 

3

Annual Activities & Project Support

• Provides Project Management support for numerous events and special projects. Plans, and coordinates presentations, disseminates information, and    organizes special events.
• Acts as a liaison for HR special projects.

10%

4

Routine Reports

• Arranges and compiles weekly departmental reports by

printing, sorting, and distributing to Plant Manager and other leaders.

10%

Minimum Qualifications & Experience:

• Requires a high school diploma or GED
• 2+ years of administrative-related work experience
• Experience with Office365 (including Outlook, Word, Excel, and PowerPoint); and can adequately troubleshoot questions
• Experience with different office equipment, including printers, copiers and fax machines

 

Preferred Qualifications & Experience:

• Holds a Notary Public designation (or is eligible to obtain such designation) preferred

Knowledge, Skills & Abilities/Competencies:

• Ability to effectively interact with all types and levels of individuals, both internally and externally
• Ability to provide outstanding and professional customer service by interacting with the executive and direct reports
• Ability to exercise sound judgement and discretion for all confidential and sensitive matters.
• Ability to meet deadlin