Administrative Assistant - (Manufacturing)

Position Overview

We are seeking a highly organized, proactive Senior Administrative Assistant to provide essential administrative and operational support to the team at Experimental Station. This role is critical to maintaining smooth daily operations and requires close collaboration with multiple departments. The ideal candidate excels in a fast-paced environment, is detail-oriented, and can manage a wide range of administrative responsibilities with professionalism and discretion.

Key Responsibilities

Administrative & Operational Support

• Review and approve employee expense reports, including international submissions.

• Prepare and process expense reports related to employee awards in a timely manner.

• Process Confidentiality Disclosure Agreements (CDAs) and submit timekeeping adjustments (time correction tickets).

• Generate purchase requests and purchase orders (POs); coordinate vendor payments using SAP and SharePoint.

• Assist with account payments in partnership with the local SAP team.

• Order office supplies, coordinate deliveries, and manage inventory levels.

• Submit service tickets for maintenance and equipment repair needs.

• Serve as a point of contact for employees regarding policies, processes, and administrative procedures.

• Participate in special projects and support trade show activities as needed.

Onboarding & Recruitment Coordination

• Facilitate onboarding for new hires, including IT access setup, equipment ordering, and scheduling introductory meetings.

• Coordinate recruitment activities such as scheduling interviews and managing travel arrangements.

• Manage space requests and support resource allocation for new and existing employees.

Meeting & Event Coordination

• Coordinate logistics for team meetings, including agenda preparation, room setup, and materials organization.

• Manage conference room schedules and facilitate visitor access.

• Organize catering for internal meetings, events, and team functions.

• Create and maintain distribution lists to support streamlined internal communication.

Executive Calendar & Scheduling Support

• Manage and coordinate calendars for multiple executives simultaneously.

• Schedule, prioritize, and reschedule meetings based on urgency and business needs.

• Coordinate across different time zones for remote and international participants.

• Anticipate scheduling requirements and proactively recommend meeting windows.

Sales & Program Support

• Assist the sales team with Vespel® quote access forms for specific programs.

Qualifications

• Minimum of 5 years of administrative experience in a corporate or similar professional environment.

• Strong organizational skills with exceptional attention to detail.

• Excellent written and verbal communication abilities.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Ability to maintain a high level of confidentiality and handle sensitive information with discretion.

• Strong interpersonal skills and the ability to collaborate effectively across departments.