Safety Administrative Assistant

About the role

The Safety Administrative Assistant provides comprehensive administrative and operational support to the Safety Department. This role plays a critical part in maintaining accurate safety records, coordinating training and meetings, tracking compliance activities, and supporting incident management processes.

Responsibilities

• Provide general administrative support to the Safety Department
• Schedule meetings, safety briefings, and training sessions
• Prepare presentations, reports, and professional correspondence
• Maintain organized filing systems (digital and physical)
• Support safety meetings by preparing agendas and taking meeting minutes
• Maintain and update safety records, logs, and databases
• Ensure compliance and regulatory documents are organized, current, and accessible
• Track incident reports, near-misses, and corrective action items
• Follow up on corrective actions to ensure timely completion
• Aid in the collection and organization of investigation data
• Aid in the completion and tracking of workers’ compensation claims
• Aid in reviewing and organizing vendor prequalification documentation
• Coordinate employee safety training sessions and onboarding orientations
• Maintain training records, certifications, and sign-in documentation
• Monitor required and expiring training and send reminders to employees and leaders
• Confirm employee participation through sign-in sheets or video completion for Pre-Task Plans
• Distribute safety communications, policies, procedures, and departmental updates
• Track and report key safety performance indicators (KPIs), including incident rates and training completion
• Assist the safety team with data organization and reporting to support continuous improvement initiatives

Qualifications

• High school diploma or equivalent required; associate degree or coursework in business administration, safety, or a related field preferred
• 2+ years of administrative support experience, ideally in safety, operations, or a compliance-focused environment
• Strong organizational and time management skills with a high attention to detail
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and digital filing systems
• Ability to handle confidential and sensitive information with professionalism

Preferred Qualifications

• Experience working with safety records, training systems, or compliance documentation
• Familiarity with incident reporting, corrective actions, and workers’ compensation processes
• Strong written and verbal communication skills
• Ability to work independently while supporting a collaborative team environment