Administrative Assistant

The Site and Executive Administrative Assistant plays a key role in ensuring smooth daily operations at the site and providing high-level administrative support to the Site General Manager and senior leadership team.

This individual acts as the central point of coordination for site communications, employee engagement events, and operational logistics.

The ideal candidate is proactive, highly organized, and able to manage multiple priorities in a fast-paced environment while maintaining a high level of professionalism and confidentiality.

Primary Duties & Responsibilities

Employee and Functional Lead Support


* Coordinate and execute All Hands Townhall Meetings and employee luncheons:
+ Reserve meeting space and arrange room setup
+ Organize buffet lunches or catering
+ Manage MS Teams and Outlook meeting invites
+ Arrange audio-visual and technical support


* Plan and support employee morale and engagement activities, such as coffee carts, birthday celebrations, pizza days, potluck holiday meals, community outreach, and training events (e.g., CPR).


* Assist employees and functional teams with in-house and external meetings, team lunches, and special events.


* Provide administrative support to the Safety Committee and the CohRec Employee Morale Team.


* Organize and manage logistics for the General Manager's Breakfast meetings.


* Support site visitors, including travel arrangements, scheduling, and onsite coordination.


* Oversee office supply management, including coffee, vending, and general consumables.


* Handle other site and employee support tasks as required to maintain smooth daily operations.

Site Leader and Senior Management Support


* Provide comprehensive administrative support to the Site General Manager, Directors and senior management, including:
+ Expense report preparation and submission
+ Calendar management and meeting coordination
+ Domestic and international travel planning and itineraries
+ Email and correspondence management
+ Drafting and distributing internal communications and announcements
+ Supporting other executive-level administrative tasks as needed

Facilities Management Support (Backup Role)


* Serve as backup contact for facilities and vendor management when required.


* Coordinate with service providers, contractors, and internal teams to address site-related maintenance or service needs.


* Assist in tracking and reporting facility issues, ensuring timely resolution and communication.

Education & Experience


* Education: Associate's or Bachelor's degree preferred; equivalent experience accepted.


* Experience:
+ Minimum 3-5 years of administrative or executive assistant experience supporting senior management or site operations.
+ Experience in facilities coordination or office management is a plus.


* Technical Skills:
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