Administrative Assistant

Job Title: Administrative Assistant

Job Description

The Administrative Assistant provides comprehensive administrative support to a manufacturing plant and its operations leadership team. This role supports multiple functional areas, including plant operations, human resources, environmental health and safety, production, payroll administration, employee engagement, security, and performance reporting. The position is ideal for a highly organized, detail-oriented professional who thrives in a fast-paced operational environment and is comfortable managing multiple priorities with minimal supervision.

Responsibilities

• Provide direct administrative support to plant leadership, ensuring smooth day-to-day operations.
• Welcome and assist guests, vendors, contractors, and visitors, delivering a professional and positive experience.
• Coordinate facilities, technology, meals, supplies, and other logistical needs for visitors and on-site events.
• Prepare and format documents, presentations, memos, meeting minutes, and team communications with accuracy and professionalism.
• Support special events, employee activities, and administrative projects from planning through execution.
• Facilitate daily operational meetings by organizing materials, capturing key information, and providing updated data to stakeholders.
• Gather, track, and maintain information related to safety, production, sales, and personnel in appropriate systems.
• Provide backup administrative support to production coordination, including documentation and communication tasks.
• Monitor secured entryways and external security cameras to support facility security protocols.
• Administer employee, visitor, and contractor access badges, including issuing, updating, and deactivating badges as needed.
• Maintain the access-control database to ensure accurate and current badge and access information.
• Monitor the payroll system to verify that employee timecards are submitted on schedule and follow up on discrepancies.
• Troubleshoot timecard issues and assist with system setup for new hires within payroll and related platforms.
• Assist with coordinating safety and ergonomics meetings, including scheduling, materials, and documentation.
• Maintain safety metrics, hazard identification information, and related reporting to support environmental health and safety initiatives.
• Support the accurate entry and tracking of safety information within applicable systems and tools.
• Create and post site communications, visitor welcomes, safety updates, and employee-relations materials throughout the facility.
• Assist with candidate screening, onboarding activities, and preparation of new-hire materials and documentation.
• Ensure required legal notices, workplace posters, and policies remain current and properly displayed throughout the facility.
• Coordinate employee engagement committees, events, and activities to strengthen workplace culture.
• Handle employee and business information with a high level of discretion, confidentiality, and professionalism.
• Support the implementation of visual workplace metrics, including displays and dashboards.
• Coordinate the publication and distribution of performance metrics to leadership and relevant teams.
• Help develop systematic and automated approaches to reporting and information sharing to improve efficiency and accuracy.
• Perform general administrative duties such as data entry, clerical tasks, calendar management, and document organization as needed.

Essential Skills

• Three to five years of administrative experience in a fast-paced office, manufacturing, plant, or operational environment.
• High school diploma or equivalent.
• Advanced proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and related tools.
• Demonstrated experience providing high-level administrative support, including document preparation, presentations, meeting minutes, event coordination, communications, and visitor support.
• Strong communication skills, both written and verbal, with the ability to prepare clear and professional documents and presentations.
• Excellent organization and multitasking abilities, with a proven track record of managing competing priorities while maintaining accuracy.
• Ability to work independently with minimal supervision and take initiative in a dynamic environment.
• Strong interpersonal skills and the ability to collaborate effectively across departments and functional areas.
• Professional judgment and discretion when handling sensitive or confidential information.
• Detail-oriented, resourceful, dependable, and engaged approach to work.
• Experience with administrative support tasks such as data entry, clerical work, and calendar management.
• Comfort working in a fast-paced operational or plant environment, supporting multiple stakeholders.

Additional Skills & Qualifications

• Associate degree in business, office administration, or a related field is preferred.
• Experience supporting a manufacturing, production, distribution, or plant environment is highly desirable.
• Experience working with payroll, HR, ERP, access-control, safety, or operational reporting systems.
• Familiarity with ADP, Infor LN, Velocity, PDE, or comparable business systems.
• Experience managing visual workplace metrics and KPI tracking.
• Demonstrated ability to support operations leadership, HR, EHS, payroll, onboarding, safety reporting, employee communications, access badges, and performance reporting while maintaining confidentiality.
• Curious and proactive mindset, with an interest in improving reporting, information sharing, and administrative processes.

Work Environment

This role is based fully on-site at a manufacturing plant in Massachusetts and supports a fast-paced, 24-hour operation. The facility operates around the clock, and flexible hours are available to align with plant needs. The work environment is highly collaborative, with close interaction with operations leadership, human resources, environmental health and safety, production, and payroll teams. The role involves regular use of Microsoft Office Suite and various business systems such as payroll, HR, ERP, access-control, and safety reporting platforms. The setting includes office-based administrative work alongside direct support for plant operations, meetings, and events. Employees are expected to maintain a professional appearance suitable for a manufacturing plant office and adhere to any safety-related guidelines or protocols in designated areas. The culture emphasizes employee engagement, safety, operational excellence, and continuous improvement, offering opportunities to contribute meaningfully to plant performance and workplace experience.

If interested please book a virtual meeting with me here: https://talentassistant.actalentservices.com/assistant/bookings/bgF9HVkt

This is a Contract position based out of Greenfield, MA.

The pay range for this position is $25.00 - $28.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Greenfield,MA.

This position is anticipated to close on Aug 28, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.