Bi-Lingual Administrative Assistant

Administrative Assistant - Bilingual

Job Location: Hazleton, PA

Summary:

Provides administrative support for the Plant Manager and the Plant Leadership Team in a union plant producing products such as Kit Kat, Cadbury and Hershey products.

Major Duties/Responsibilities:

• Provides general administrative support to the Plant Manager and the Plant Leadership Team. Assists Plant Manager in summarizing reports, developing meeting agendas and taking meeting notes. Assists all plant staff managers with general admin support and documentation management.
• Provides bilingual support for plant staff, plant wide communications and meetings.
• Coordinate meetings to include scheduling meetings/rooms, developing presentations and ordering of lunches.
• Assist with salaried employee onboarding. Schedule one on one meetings and tours with Plant Staff to get new hires oriented with processes and people.
• Assist with coordinating activities/events for the Hazleton Plant.
• Responsible for the plant newsletter, includes content coordination, development and distribution.
• Serve as plant contact and coordinator for visitors. This includes greeting visitors, sharing compliance information and tour guidelines, scheduling conference rooms, preparing PPE/lab coats for tours and preparing product gift bags.
• Responsible for tracking and coordinating employee uniforms and locker assignments.
• Coordinate onsite interviews for salaried positions.
• Maintain organizational chart for the plant.
• Maintain email distribution lists, phone lists, and SharePoint/Teams sites for Plant and Plant Staff.
• Sort and distribute mail.
• Order office supplies and maintain inventory, including disposable lab coats and PPE for guests.
• Responsible for documentation management (shared drives, SharePoint, Teams), including consolidation and organization.
• Owner of plant general credit card for supply purchases, meeting lunches, etc.
• Serve as a back up to the vacation scheduling system for hourly employees.
• Provides support with assigning computer based training and tracking progress.
• Other projects/duties as assigned.

Minimum knowledge, skills and abilities required to successfully perform major duties/responsibilities:

• Ability to speak both Spanish and English languages fluently
• Ability to prioritize activity and manage time effectively
• Ability to coordinate and plan events
• Personal initiative
• Attention to detail
• Excellent communication skills, both written and oral
• Ability to be assertive in a manner that is professional to keep others on task
• Proficient in developing Excel spreadsheets, SAP and PowerPoint presentations

Minimum Education and Experience Requirements:

Education:

• High School Diploma required; Associates degree, higher education, or administrative training preferred

Experience:

• Fluent in both English and Spanish is required
• Administrative experience in a professional environment supporting a Leadership Team / Senior level Management required
• Experience supporting a team of leaders; ability to prioritize in a fast pace, constantly changing environment
• Proficiency with the MS Office Suite required (Outlook, Excel, PowerPoint); Proficiency with Teams/ SharePoint is preferred
• Works with confidential data and issues which could result in detrimental effects if disclosed therefore the Administrative Assistant must be able to make confidentiality decisions, both of a limited and of a broader nature, on own initiative
• Experience working in/with Manufacturing / Supply Chain is a plus

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