Administrative Assistant

Job Summary

Provides administrative and clerical support for individuals and/or departments within the organization. Screens calls, takes messages, prepares reports, graphs, and presentations using spreadsheet and graphic software, schedules appointments, and coordinates travel arrangements. Supports special projects and department activities while maintaining confidentiality and ensuring smooth workflow.

This role requires solid knowledge of administrative practices and procedures, along with a substantial understanding of general job functions and a basic understanding of technical aspects of the position. The Administrative Assistant follows standard procedures, recommends workflow improvements, and exercises judgment in resolving routine issues independently. New or unusual issues are escalated for supervisory input as needed.

The position works under general supervision, gathering information independently through established procedures. Detailed instructions are provided for new assignments or special projects. The Administrative Assistant may train new personnel on established processes and is expected to take initiative in identifying and resolving workflow issues to improve efficiency.

Errors are typically detectable and correctable with moderate impact on the organization. The role contributes to task completion and small project outcomes. Contacts are primarily internal, with frequent interaction with external parties to obtain or provide information that may require explanation or interpretation.

Day-to-Day Responsibilities

• Manages and prioritizes the Plant Manager’s schedule; adjusts priorities as circumstances change.
• Coordinates tours for customers, suppliers, educational groups, and government entities.
• Maintains administrative calendars, distribution groups, and shared drives for the Keller Plant
• Handles confidential and proprietary information with discretion and sound judgment.
• Maintains the plant organization chart, plant lists, and other personnel movement documentation, including new employee onboarding and interview coordination.
• Coordinates conference rooms and plant meetings, including Koffee Klatch, Communication Meetings, and Safety Trainings.
• Communicates internally and externally on behalf of the plant, often involving moderately important and sensitive matters.
• Coordinates, schedules, and attends weekly staff meetings.
• Provides information regarding plant policies, forms, and procedures; maintains electronic records.
• Schedules appointments, meetings, and travel arrangements for the Plant Manager and staff.
• Updates reports, graphs, and presentations.
• Manages signature requirements for the Plant Manager.
• Coordinates plant-wide events.

Required Education and Experience

• Associate of Applied Science (AAS) degree in Business or related field with more than 5 years of administrative experience.
• Strong computer skills with proficiency in Microsoft Office and analytics tools.
• Ability to manage multiple priorities and meet deadlines.
• Ability to maintain a high level of confidentiality.
• Ability to recommend changes in methods or procedures.

Desired Skills

• Experience using SAP Concur.
• Develop and deliver presentations and one-page summaries to support leadership decision-making.