Administrative Assistant

Functions as the operational backbone of daily office operations, providing comprehensive administrative support to ensure organizational efficiency for the Senior Leadership Team (SLT) and plant operations in Kinston, NC.

Responsibilities

• Manages complex calendar scheduling, travel bookings, and conference room availability for the leadership team.
• Coordinates, prepares, and distributes high-quality daily report outs, presentations, and operational updates.
• Gathers, processes, and analyzes data using standard corporate tools to support the departmental Performance Management System.
• Drafts professional emails, letters, and general correspondence for leadership signature, ensuring absolute spelling, grammatical, and formatting accuracy.
• Facilitates critical financial tasks, including entering purchase orders, processing goods receipts, and managing expense reporting in Concur/SAP in strict compliance with corporate financial policies.
• Proactively tracks action items requested by or requiring approval from leadership to ensure timely review, signature, and response.
• Captures detailed, accurate meeting minutes for key departmental and project meetings, ensuring timely distribution to all stakeholders.
• Organizes onsite and offsite ancillary activities, including team dinners, catering coordination, and internal celebrations.
• Manages onsite visitor logistics, serving as a welcoming point of contact and ensuring safety compliance through the procurement, management, and distribution of necessary Personal Protective Equipment (PPE) for site safety.
• Supports general office coordination, mailing, and supply inventory maintenance.
• Performs other duties as assigned.

Requirements

• High School Diploma or equivalent combined with a robust track record of practical administrative experience (required).
• Bachelor's Degree in Business Administration, Operational Management, or a related field (preferred).
• 3+ years of experience in an administrative support capacity supporting multiple departments or senior leadership (required).
• Prior administrative experience in an industrial, aviation, manufacturing, or aerostructures operational environment (preferred).

Skills

• Outstanding detail orientation with exceptional proofreading, writing, and editing skills.
• Proactive, self-motivated attitude with a proven willingness to learn new systems and processes.
• Absolute discretion and demonstrated capability to manage highly confidential and sensitive business information.
• Exceptional time management skills with a proven capability to prioritize tasks and handle shifting priorities in a fast-paced environment.
• Supportive and highly adaptable demeanor when navigating a dynamic, changing department.
• Strong critical thinking skills with the ability to clarify ambiguous details and solve minor operational problems independently.
• Excellent written and spoken English communication skills.
• Demonstrated capability to convey complex information clearly, draft corporate-level correspondence, and maintain a highly collaborative, welcoming, and positive team-oriented attitude.
• High proficiency with G Suite / Google Workspace (Docs, Sheets, Slides, Drive) and Microsoft Office Suite (required).
• Active experience using Concur for travel and expense management, as well as SAP or other ERP systems for entering purchase orders and performing goods receipts (preferred).

Physical Requirements

• 100% onsite at the Kinston, NC company location.
• Able to see and read computer screens/electronic equipment, documents, reports, and engineering drawings daily.
• Able to hear to participate in conversations in person and via teleconference/phone, and to hear sounds on the production floor including safety warnings or alarms daily.
• Able to speak in conversations and meetings, deliver information, and participate in communications daily.
• Able to operate personal computer, telephone, copier, and related office equipment daily.
• Able to carry documents, files, catering supplies, or personal protective equipment up to 30lbs/14kgs daily.
• Able to lift files, paper boxes, office supplies, or protective equipment up to 30lbs/14kgs daily.
• Able to push and pull small office furniture, office chairs, and supply carts daily.
• Able to sit for long periods of time in meetings, working on computers daily.
• Able to squat or kneel to retrieve or replace files or office supplies stored on low shelving daily.
• Able to stand for discussions in offices or on the production floor daily.
• Able to travel independently and at short notice several times a year.

Eligible for employment in the US. No clearance required.