Job Description

Production Assistant

The Production Assistant provides advanced administrative and operational support to Production leadership. This position coordinates workforce scheduling, departmental reporting, meeting management, document control, and administrative processes supporting a 24/7 operation. The role serves as a key coordination point within the department, ensuring workforce activities, communications, records, and business priorities are effectively organized and executed.

Tasks & Responsibilities:

• Coordinate and maintain workforce schedules, including shift assignments, schedule changes, planned absences, vacancies, temporary assignments, training activities, and coverage requirements.
• Maintain accurate staffing schedules and provide Production leadership with visibility into staffing levels, upcoming absences, training impacts, and potential coverage needs.
• Manage calendars for Production leadership, including meeting coordination, recurring schedules, attendee management, and resolution of scheduling conflicts.
• Coordinate departmental meetings by preparing agendas, organizing materials, documenting action items, and supporting follow-up activities.
• Draft, format, proofread, and maintain departmental communications, reports, presentations, procedures, correspondence, and other business documents.
• Develop and maintain administrative systems, trackers, calendars, templates, checklists, and workflows that improve departmental organization, efficiency, and accountability.
• Support Production leadership in establishing and maintaining effective administrative processes and department workflows.
• Track departmental action items, initiatives, corrective actions, and key deliverables to support timely execution and completion.
• Monitor deadlines and proactively communicate upcoming requirements, outstanding actions, and scheduling needs to Production leadership.
• Provide administrative and coordination support for departmental initiatives, special projects, audits, and leadership requests.
• Maintain confidentiality of employee, operational, and business information.
• Perform other duties and responsibilities necessary to support safe, reliable, and efficient plant operations.

Qualifications:

• Minimum five (5) years of administrative, executive support, project coordination, operations support, or related experience required.
• Previous experience supporting managers, department leaders, or senior leadership in a manufacturing, industrial, or other fast-paced operating environment preferred.
• Advanced proficiency in Microsoft Excel, PowerPoint, Outlook, Word, Teams, and related business software.
• Strong organizational, planning, and time-management skills with exceptional attention to detail.
• Ability to manage multiple priorities, deadlines, and confidential information with minimal supervision.
• Strong written and verbal communication skills, including preparation of reports, presentations, and business correspondence.
• Demonstrated ability to coordinate activities across multiple stakeholders and organizational levels.
• Ability to exercise sound judgment, anticipate needs, and proactively resolve administrative and scheduling challenges.

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