Title:  Operations Administrative Assistant

Job Title: Operations Administrative Assistant

Job Code: 25643

Job Location: Huntsville, AL

Job Schedule: 9/80: Employees work 9 out of every 14 days – totaling 80 hours worked – and have every other Friday off

Job Description:

The Operations Administrative Assistant is a key member of the operations team, providing essential administrative support to ensure smooth and efficient functioning of the department and the site. This role requires a highly organized, detail-oriented individual with excellent written and verbal communication skills and the ability to manage multiple tasks simultaneously.

Essential Functions:

• Provide administrative support to the leadership team, including scheduling meetings, proactively managing calendars, and coordinating travel arrangements.
• Assist in the preparation and editing of reports, presentations, and other documents as needed, ensuring all documentation is accurate and up-to-date.
• Support the implementation of operational policies and procedures, and assist in monitoring compliance.
• Coordinate logistics for internal and external events, including high-level visits, conferences, site tours, workshops, and training sessions.
• Process expense reports and invoices, and assist with budget tracking and financial record-keeping.
• Serve as a liaison between the operations department and other internal teams, as well as external partners and vendors while maintaining confidentiality and diplomacy.
• Perform data entry and maintain databases, ensuring the integrity and confidentiality of information.
• Support general office duties, to include ordering and stocking of office supplies, drinks, food, and snacks in support of site operations/meetings/routine business.
• Assist with special projects and perform additional duties as assigned by the Operations Manager.
• Travel: Occasional travel to additional manufacturing site (20 miles away) may be required, as needed.
  
  

Qualifications:

·       High school diploma or equivalent and a minimum of 8 years prior administrative experience, or 2 years post-Secondary/Associates Degree with a minimum of 4 years of prior administrative experience.

Preferred Additional Skills:

• Excellent verbal, written and interpersonal communication skills.
• Strong analytical skills and attention to detail.
• Ability to manage multiple tasks and prioritize effectively.
• Experience supporting multiple managers is preferred.
• Experience working in a manufacturing environment is a plus.
• Event planning exp is desired.
• Proactive problem-solving skills and a strategic mindset.
• 4+ years’ experience with Microsoft Office Tools.
• Intermediate Excel skills preferred. 
• Experience with Concur/SAP, ARIBA and Envoy preferred.

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