Executive/HR Assistant

Job description

Purpose and role of job: The Executive/HR Assistant is responsible for supporting the site and Executive Leadership team with administrative duties. May involve high level contacts and exposure to sensitive information necessitating considerable use of tact and diplomacy. Tasks: Assists the Director of Operations and Operations staff with expense reports, letters, project tracking, meeting presentations and other communications. Supports 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 as well as 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. 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 site-wide phone list. Serve as Lock Haven Donation Coordinator. Liaison with outside vendors – office supplies, janitorial, Cintas and vending companies. Interacts with outside customers and vendors. Conducts 5S audits of offices and desks. Manage 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. Knowledge: 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. This includes customer needs assessment, meeting quality standards for services and evaluation of customer satisfaction. Skills: Requires 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. Education and Experience Requirements: Bachelor’s degree in Business Administration or related field preferred or equivalent combination of education and experience. 5 years’ experience in administrative position working with senior management in a confidential environment. Experience in a lean manufacturing environment preferred. Supply management experience. Travel logistics experience. First Quality is committed to protecting information under the care of First Quality Enterprises commensurate with leading industry standards and applicable regulations. As such, First Quality provides at least annual training regarding data privacy and security to employees who, as a result of their role specifications, may come in to contact with sensitive data. First Quality is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, sexual orientation, gender identification, or protected Veteran status.