Position Summary:

•Support senior executives in a chemical manufacturing/filling environment.
•Manage a wide range of administrative tasks to enhance front office efficiency.
•Answer and direct phone calls in a professional manner.
•Order and maintain inventory of office supplies.
•Ideal candidate should have experience in manufacturing or cosmetics, strong organizational skills, and multitasking ability.

Executive Support:

•Provide comprehensive administrative support (calendars, notes, project follow-ups).
•Prepare and edit correspondence and reports related to the haircare/personal care industry.
•Act as primary contact between executives and management.

Operations Support:

•Coordinate plant visits and operational tours for executives and visitors.
•Collaborate with plant managers to align executive schedules with manufacturing operations.

Project Management:

•Assist in executing special projects related to manufacturing and strategic initiatives.
•Monitor project timelines and provide weekly updates to management.

Documentation and Reporting:

•Organize executive documentation (shipping, quality assurance, compliance).
•Prepare reports and presentations on manufacturing performance and operational efficiency.

Office Management:

•Answer and direct incoming phone calls, providing excellent customer service.
•Order office supplies and manage inventory to ensure adequate stock levels.

Confidentiality and Discretion:

•Handle sensitive information confidentially and professionally.
•Maintain discretion in all communications.

Experience:
•Minimum 5 years as an executive assistant, preferably in manufacturing/filling or cosmetics.
•Familiarity with manufacturing processes and terminology is desirable.

Skills:

•Accounting: Process accounts payable, knowledge of 2-Way matching and invoicing.
•Inventory Control: Strong organizational and time management skills.
•Proficiency in Microsoft Excel and the Microsoft Office Suite.
•Excellent written and verbal communication skills.
•Proficiency in ERP systems (Sage Pro100 or project management software).
•Ability to work independently and collaborate effectively.

Attributes:

•High attention to detail in documentation and reporting.
•Adaptable to a fast-paced manufacturing environment.
•Proactive problem-solving skills focused on operational efficiency.

Working Conditions:

•Full-time, on-site position.
•Monday to Friday, 7 AM to 3:30 PM.
•Occasional light travel between office and warehouse.
•Some overtime may be required.

Benefits:

•Paid time off and sick time included.

Innovating Concepts Laboratories, Inc

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Administrative Assistant - Chemical/Manufacturing