Factory Administrative Assistant

About the role

Factory Administrative Assistant position in Moline, IL. This is a 6-month contract, W2 role with possibility of extension, expected 40 hours per week. The role provides comprehensive support to department leadership, managing schedules, coordinating meetings and travel, maintaining confidential information, supporting departmental operations, and serving as a key point of contact for internal and external stakeholders.

Responsibilities

• Manage calendars, schedule meetings, coordinate travel arrangements, and assist with meeting logistics and amenities.
• Respond to inquiries from internal and external customers, resolving routine issues and escalating complex concerns when necessary.
• Gather, maintain, analyze, and distribute sensitive or confidential information, reports, and project-related data.
• Update and maintain databases, systems, files, and records to ensure information remains accurate and accessible.
• Serve as a professional point of contact for visitors, callers, and business partners, directing inquiries appropriately.
• Organize and maintain records, project documentation, correspondence, and follow-up actions on behalf of department leadership.
• Prepare letters, memoranda, reports, and other business documents for review and distribution.
• Communicate leadership directives and facilitate information exchange between managers, employees, and stakeholders.
• Coordinate employee engagement activities, recognition programs, workplace events, team meetings, and special projects.
• Collaborate with facilities, food service providers, and other on-site contractors to support workplace operations and employee experience initiatives.
• Participate in or lead continuous improvement efforts focused on enhancing workplace efficiency and employee satisfaction.

Requirements

• Strong proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, and Teams).
• Excellent verbal and written communication skills.
• Strong interpersonal and relationship-building abilities.
• Demonstrated planning, organizational, and scheduling skills.
• High attention to detail and accuracy.
• Ability to handle sensitive and confidential information with discretion.
• Self-starter with the ability to work independently and manage multiple priorities.
• Strong problem-solving and customer service skills.

Qualifications

• Postsecondary education in Business Administration, Office Management, Communications, or a related field.
• 3 to 5 years of professional administrative, coordinator, executive support, or office management experience.

Skills

• Organization and Time Management
• Professional Communication
• Confidentiality and Integrity
• Customer Service
• Collaboration and Relationship Building
• Event Coordination
• Multi-Tasking and Prioritization
• Attention to Detail
• Initiative and Accountability

Benefits

40 hours paid time off, medical insurance contributions, dental vision and our 401k retirement savings plan available.

Pay

$25.71 per hour

Schedule

Onsite, Monday-Friday, 7am-4:30pm (40 hours per week)