Job Details

We are seeking a highly driven and resourceful Administrative Specialist to provide advanced administrative support to leadership, teams, and plant operations. This role requires strong organizational skills, excellent communication, the ability to self-manage workload, and comfort working in a fast-paced, rapidly changing environment. The ideal candidate is proactive, detail-oriented, tech-savvy, and able to work independently with minimal supervision.

You will be trusted with sensitive information, collaborate with multiple stakeholders, support critical business processes, and help keep daily operations running smoothly.

Key Responsibilities

Administrative Support

• Provide high-level administrative support to leaders, teams, and cross-functional groups.
• Independently prioritize workload, meet tight deadlines, and adapt quickly to changing needs.
• Serve as a trusted point of contact for internal and external stakeholders.
• Maintain confidentiality and handle sensitive information with discretion.
• Supervise or delegate work to other administrative employees as needed.

Scheduling, Meetings & Events

• Manage complex calendars and scheduling for leaders and teams.
• Arrange and coordinate meetings, conference rooms, catering, and visitor processes.
• Support department events, special projects, and community partner meeting logistics.
• Take meeting notes and summarize action items.

Communication & Team Support

• Communicate clearly and professionally across all levels of the organization.
• Assist teams with basic IT issues, collaboration tools, and software navigation.
• Maintain open channels of communication across workgroups, encouraging transparency and teamwork.

Training & Documentation

• Provide training system support (credit updates, completion tracking, system requests).
• Manage both digital and physical records for production and maintenance teams.
• Ensure alignment with company policies, records requirements, and the Code of Business Conduct.

Travel & Expense Support

• Arrange domestic and international travel; prepare itineraries considering time zones and cultural differences.
• Manage and approve travel expense reports (TERs); identify discrepancies and ensure compliance.
• Support light P-card and vendor coordination activities.

Office, IT & Vendor Coordination

• Coordinate with vendors (printers, coffee service, PPE suppliers, Cintas, etc.).
• Assist with light IT requests such as printer navigation or system troubleshooting.
• Support general plant administrative functions across multiple buildings.

Safety & Work Environment

• Promote safety culture; may serve as a safety warden or safety contact.
• Wear required PPE when entering designated plant areas (PPE provided).

Minimum Qualifications

• High School Diploma or GED required
• Strong computer proficiency across multiple applications (Microsoft Office required)
• Ability to work independently and manage workload without close supervision
• Experience supporting multiple teams or stakeholders simultaneously
• Strong organizational and time-management skills
• Excellent verbal and written communication

Preferred Skills & Traits

• Demonstrated ability to build strong working relationships across teams
• Experience coordinating training, documentation, or plant administrative tasks
• Familiarity with corporate systems, collaboration tools, and document management
• Ability to think proactively, solve problems, and anticipate needs
• Strong attention to detail, accuracy, and follow-through
• Ability to coach, mentor, and contribute positively to team culture

Work Environment

• Approximately 80–90% computer/desk work, with some movement across buildings
• No routine driving of company vehicles; occasional offsite errands possible
• PPE required in certain plant areas (hard hat, steel-toe boots, safety glasses, etc.)
• All PPE provided by site