Administrative Assistant Plant Manager

## What you’ll do:

Provide executive and administrative support to the Plant Manager, ensuring effective follow-up on assigned actions, initiatives, and special projects. Coordinate meetings, site visits, and employee-related activities; maintain organization of the Plant Manager’s and leadership staff’s schedules and commitments; and support administrative activities related to business growth, continuous improvement, and employee engagement. This role requires a high level of initiative, discretion, and accountability, with consistent follow-through to ensure assigned matters are properly tracked, resolved, and documented to closure.

Job Responsibilities

1\. Executive Support and Prioritization

Manage the Plant Manager’s calendar based on business priorities; coordinate meetings, commitments, workspace arrangements, and calendar changes while anticipating conflicts and critical deadlines.

Maintain the site’s strategic calendar, including visits, business reviews, audits, events, and staff absences; communicate updates and changes in a timely manner.

Coordinate employee requests for meetings with the Plant Manager and route them according to priority, sensitivity, and applicable processes.

2\. Staff Meeting Coordination

Organize staff meetings and priority review sessions; prepare agendas with the Plant Manager, request pre-meeting information, and ensure participants are adequately prepared.

Facilitate meetings when delegated by the Plant Manager by managing the agenda, monitoring time, reviewing previous commitments, and documenting decisions, action items, ownership, and due dates.

Prepare and distribute meeting minutes within agreed timelines; maintain a centralized record of decisions, open actions, and unresolved issues.

Follow up with action owners between meetings and highlight delays, risks, and decisions required to keep commitments on track.

3\. Action Tracking and Verification

Maintain up-to-date action registers resulting from meetings, site visits, audits, and business reviews, including ownership, due dates, priority, status, and supporting evidence of progress or closure.

Verify that updates are complete, consistent with official sources, and supported by appropriate documentation; resolve discrepancies with action owners before publication.

Identify upcoming deadlines, overdue actions, and roadblocks; escalate issues to the Plant Manager as appropriate and document recovery plans and commitments.

4\. Follow-Up on Plant Manager Assigned Initiatives

Provide administrative follow-up for initiatives and special projects assigned by the Plant Manager, including commitments related to growth, resource readiness, and continuous improvement, within the scope defined for each assignment.

Maintain a tracking system for Plant Manager assignments, including deliverables, responsible parties, and target dates established by the Plant Manager or designated leaders; update status for review meetings.

Coordinate follow-up meetings requested by the Plant Manager; collect project updates and supporting evidence from responsible parties, and highlight overdue commitments, obstacles, or pending decisions.

Follow up on documents, approvals, and coordination activities related to assigned initiatives; prepare summaries for the Plant Manager and execute delegated administrative tasks.

## Job Responsibilities:

5\. Roundtables and Employee Commitment Follow-Up

Coordinate with Human Resources and functional leaders to schedule roundtables and other employee engagement forums, including logistics and participant management.

Document discussion topics, suggestions, and agreed commitments while maintaining confidentiality and appropriately escalating sensitive matters to Human Resources.

Support implementation of action plans through coordination, follow-up on owners and deadlines, collection of supporting evidence, and escalation of barriers.

Coordinate communication of progress and results to employees, subject to management approval; verify that actions have supporting evidence of completion and that outcomes have been communicated.

6\. Visit and Event Coordination

Coordinate corporate, customer, supplier, and other stakeholder visits, including agendas, participants, presentations, meeting rooms, tours, and special requirements.

Confirm visitor access requirements in advance with Security, EHS, and designated hosts, including orientation requirements and availability of personal protective equipment.

Arrange hotels, ground transportation, meals, and other logistical needs in accordance with applicable policies and approvals; confirm reservations and services before each visit.

Organize employee town halls, recognition activities, planning sessions, and staff events; document and track resulting commitments and action items.

7\. Reporting and Visual Management

Coordinate the collection and consolidation of information for POR reviews, executive presentations, and the Arecibo Site Overview; follow up with functional areas on content submissions and review deadlines.

Update and publish assigned metrics and visual management boards, including High Five, Tier 3, and iObeya, using approved data from designated owners; verify accuracy, source, version, and effective date.

Maintain organized presentation materials and records within approved repositories; ensure leadership team members have access to current versions and required deliverables.

8\. Administration and Management Team Support

Coordinate travel arrangements and prepare expense reports for the Plant Manager; support authorized staff with reservations and documentation while ensuring compliance with established processes and timelines.

Manage quotations, requisitions, purchase order follow-up, and invoice verification for administrative services; confirm receipt of services rendered and process required approvals.

Maintain office supplies and coordinate assigned administrative services, including management vehicle-related processes when applicable.

Support the coordination of management interviews and new leader onboarding activities, including schedules, administrative orientation, contacts, distribution lists, recurring meetings, and organizational chart updates.

Process documentation, signatures, and approvals; maintain organized records and ensure retention or disposition in accordance with confidentiality and document control policies.

## Qualifications:

Education level required

Qualifications

• Bachelor’s degree in Business Administration, Management, or a related discipline, or an equivalent combination of education and relevant experience.

Years and area of experience required

• Preferred three to five years of experience in executive support, administrative coordination, or management action tracking, preferably within a manufacturing environment.

Technical knowledge

• Bilingual proficiency in Spanish and English, both written and verbal, with the ability to prepare meeting minutes, communications, and presentations, and interact effectively with visitors and corporate teams.
• Strong proficiency in Outlook, Teams, Excel, PowerPoint, Word, and SharePoint, with the ability to manage action logs, analyze status updates, and prepare executive summaries.
• Experience preparing meeting agendas and minutes, maintaining action item trackers, and coordinating multiple activities with competing deadlines. Knowledge of continuous improvement methodologies is preferred.

## Skills:

#LI-MG2