EHS Administrative Assistant

Description

EH&S Administrative Assistant

November 2026

Position Summary

The EH&S Administrative assistant is a critical position that provides administrative support to the EH&S team. The incumbent collects, reviews and analyzes data and prepares reports, charts, and other presentation materials utilizing word processing, spreadsheet, and specialized software. Prepares and distributes reports or other communications on a regular schedule. Maintains files, databases, and archives of relevant and confidential records. Screens calls and responds to or routes routine inquiries from external or internal sources with appropriate correspondence or other messaging. Schedules and coordinates meetings, travel, and other group activities within the EH&S team. May manage expense reporting, invoicing, office supply inventory, or other routine processes for the EH&S team.

Duties and Responsibilities

Records Management:

• Maintain and update training records in compliance with company policies and regulatory requirements.
• Prepare and manage training packages, ensuring all training materials are current and accurate.
• Manage and retain confidential medical records.
• Audit and maintain permit records. 

Data Management:

• Enter and manage data within the company EHSQ Management Software Platform and other information management systems.
• Write and pull reports from various information systems to support EH&S activities.
• Incident and near hit data logging.
• Management of the Safety Datey Sheet, OSHA Log, Incident and Near Hit Data Logging, and EH&S Safety System and Equipment Tracking.
• Compiling and reporting on monthly company Safety Performance Metrics (KPIs).

Documentation and Reporting:

• Prepare presentations, documents, and reports using Excel, PowerPoint, Word, and Outlook.
• Ensure all documentation is accurate, detailed, and produced in a timely manner.

Support to EH&S Team:

• Provide administrative support to the EH&S team as needed.
• Assist with the preparation and coordination of EH&S programs and initiatives.
• Operation of the security gate during normal business hours to ensure authorized entry and exit from plant grounds. 

Knowledge, skills, and abilities:

• Ability and/or experience with maintaining sensitive documentation
• Strong organization abilities including the management of multiple tasks and priorities
• Read and interpret technical information
• Effectively communicate with, company executives, vendors, and employees
• Effective problem-solving skills; a proactive approach to identifying and solving issues
• Excellent communication and business writing skills
• Highly skilled in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook) 
• Strong computer literacy: ability to quickly learn and adapt to new software and technologies
• Experience with data entry and data management in multiple systems
• Strong customer service orientation; experience providing support and service to internal and external stakeholder
• Ability to work onsite Monday to Friday, 7:00 AM - 4:00 PM CT
• Reliable and able to maintain confidentiality
• Detail-oriented with the ability to produce high-quality work the first time
• Able to work independently with minimal supervision
• Proactive, self-starter with the ability to take initiative

Education and experience:

• A High School Diploma or equivalent is required
• An Associates Degree or Bachelor’s Degree in Business Administration, or related field is preferred
• Must have a minimum of 3 years’ experience providing comprehensive administrative support, preferably in chemical manufacturing or an industrial 

Physical Demands

While carrying out the duties of this job, the employee is often required to stand, walk, and sit. It is essential for the employee to be able to work onsite during their scheduled work hours, as regular attendance and punctuality are crucial aspects of the role. Occasionally, the employee may need to walk on uneven surfaces outside and be exposed to outdoor weather conditions. These physical requirements represent what is necessary for an employee to effectively perform the key functions of this position. 

Arq is an Equal Opportunity Employer. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.