Administrative Assistant

About the role

This position is based at the Totowa, NJ plant and reports directly to the Site Director. The Administrative Assistant plays a key role in supporting operations, human resources, EHS functions, and plant leadership teams. The role serves as a key point of coordination for office administration, employee services, HR recordkeeping, plant support activities, and special projects while maintaining the highest level of confidentiality and professionalism.

The successful candidate must be highly organized, detail-oriented, capable of managing multiple priorities, and committed to providing exceptional customer service in a fast-paced manufacturing environment.

Responsibilities

• Adhere to all Good Manufacturing Practices (GMPs), safety requirements, environmental regulations, and company policies.
• Coordinate domestic and international travel arrangements and process employee expense reports.
• Support plant/HR communications by preparing notices, employee announcements, bulletin board postings, and other internal communications.
• Administer site service programs, including employee uniforms, access badge system, coffee and beverage programs, and other employee support services.
• Plan, coordinate, and oversee employee engagement programs, corporate events, wellness initiatives, recognition activities, and other special projects that support employee engagement and organizational culture.
• Act as the primary point of contact for office operations, office supplies, office equipment, and facility service requests.
• Assist with invoice processing, purchase requisitions, and departmental expense tracking.
• Coordinate conference room scheduling and ensure meeting spaces are properly prepared for meetings and events.
• Support Human Resources processes including recruitment coordination, interview scheduling, pre-employment evaluations, onboarding activities, maintenance of employee records, employment documentation, and coordination with staffing agencies in compliance with applicable laws, regulations, and company policies.
• Maintain employee personnel files, records, and related documentation, including confidential employee information, ensuring records are accurately maintained, securely stored, and handled with discretion, professionalism, and sound judgment.
• Respond to employee inquiries regarding programs, procedures, and administrative processes, referring more complex matters to Human Resources as appropriate.
• Serve as a backup receptionist, including greeting visitors, answering and routing telephone calls, administering required PPE, mail distribution, vendor coordination, and following visitor management procedures.
• Perform other duties as assigned.

Requirements

• High School Diploma or equivalent required; Associate's or Bachelor's degree in Business Administration, Human Resources, or a related field preferred.
• 3+ years of administrative support experience, preferably in a manufacturing, human resources, operations, or office environment.
• Demonstrated ability to handle confidential and sensitive information with discretion and professionalism.
• Strong attention to detail and ability to maintain accuracy in a fast-paced environment.
• Excellent organizational, time management, and multitasking skills, with the ability to prioritize competing responsibilities.
• Strong interpersonal and customer service skills with the ability to interact effectively with employees, managers, vendors, and visitors.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint) and the ability to learn new systems and software applications.
• Effective verbal and written communication skills.
• Ability to work independently as well as collaboratively within a team environment.

Benefits

• Gainshare (eligible)
• Paid time off, including company holidays
• Medical, dental and vision coverage
• 401K with company match
• Education assistance
• Short- and long-term disability
• Employee Assistance Program (EAP)

Pay

The base hourly range for this role is $23.00 - $27.50. An employee’s position within the salary range will be based on several factors including, but not limited to, relevant education, qualifications, certifications, experience, skills, seniority, performance, location, and business or organizational needs.

Working Environment

The manufacturing plant is large, with open floor areas and loud machinery, requiring some areas for workers to wear ear protection to guard against noise. Workers are exposed to high temperatures during the summer months and cold environments during winter months. You will be exposed to a dusty work environment due to raw materials. Materials may contain allergens (eggs, soy, peanuts, tree nuts, sesame seeds, milk, fish, shellfish, wheat).

Workers are required to wear masks, hair nets, or gloves to protect the product from possible contamination. Certain areas require respirators.

In this position, you may be exposed to common airborne or surface food allergens—including, but not limited to, wheat, soy, eggs, dairy, and sesame—during the handling, mixing, storage, transport of materials, or when accessing the production floor.

Physical Requirements

The person in this position usually sits, stands, walks, kneels, bends, and reaches above and below the shoulders. Corrected vision, speaking ability, and hearing are usually involved in performing written and verbal job functions.