Project Management - Administrative Assistant

Job Description

Location - Asheville NC

Position Overview:

We are seeking a highly organized and detail-oriented PMO - Administrative Assistant to join our team. This individual will support daily administrative operations, manage office tasks, and provide excellent service to both internal and external stakeholders. The ideal candidate will possess strong analytical skills to assess data, generate reports, and identify trends, along with proficiency in data entry to maintain accurate records and ensure smooth operations.

Key Responsibilities:

Administrative Support:

1. Manage calendars, schedules, and appointments for senior management.
2. Answer calls, respond to emails, and handle correspondence.
3. Prepare and organize meeting agendas, minutes of meeting, notes, and documents.

Data Entry and Management:

1. Accurately enter, update, and maintain data in databases, systems, and/or documentation.
2. Ensure that all data is properly recorded, tracked, and filed.
3. Perform regular data audits to ensure accuracy and integrity of records.

Analytical and Reporting:

1. Collect, analyze, and interpret data from various sources to support decision-making.
2. Generate reports and dashboards that provide actionable insights.
3. Identify trends and patterns in data to assist in improving operational efficiency.

Site Organization and Coordination:

1. Order site supplies and manage inventory.
2. Organize and maintain filing systems, both physical and electronic.
3. Assist with coordinating company events, meetings, and travel arrangements.

Communication:

1. Serve as a liaison between management, clients, and other departments.
2. Handle confidential information with discretion and professionalism.
3. Provide timely updates and communicate effectively with team members.

Process Improvement:

1. Assist in the development and implementation of office procedures to improve workflow.
2. Analyze administrative processes and recommend improvements based on data-driven insights.

Additional Information

Education and Experience:

1. AS/BS in a technical field or several years of relevant experience
2. Minimum of 5 years of related project management experience preferably within a manufacturing environment
3. Ability to influence a multi-disciplinary team in an intentional, focused, respectful, and highly engaging manner
4. Solid organizational skills including attention to detail and multi-tasking skills.
5. Strong working knowledge of Microsoft Office applications, particularly Excel and Outlook.
6. PMP training or certification is a plus.
7. Familiarity with ClickUp is a plus.

Responsibilities for Health, Safety and Environment include:

1. Ensure that equipment, materials, and protective devices are functioning in a safe manner
2. Ensure that employees are working in accordance with divisional health and safety procedures
3. Applies progressive discipline as appropriate for health, safety and/or environmental violations
4. Advise employees of the existence of any potential or actual health and safety risks
5. Provide appropriate instruction for safe work
6. Take every precaution reasonable in the circumstances for the protection of employees
7. Conduct periodic inspections and audits in accordance with legislative and/or corporate requirements
8. Conduct accident/incident investigations, prepare necessary reports and communicate to line management, health and safety personnel and health and safety committee
9. Ensure that all employees, including temporary workers and contractors, adhere to safety requirements including the use of personal protective equipment
10. Support activities and initiatives outlined by the Joint Health and Safety Committee