Job Description
Job Overview:
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:
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Coordinate and maintain workforce schedules, including shift assignments, schedule changes, planned absences, vacancies, temporary assignments, training activities, and coverage requirements.
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Maintain accurate staffing schedules and provide Production leadership with visibility into staffing levels, upcoming absences, training impacts, and potential coverage needs.
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Manage calendars for Production leadership, including meeting coordination, recurring schedules, attendee management, and resolution of scheduling conflicts.
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Coordinate departmental meetings by preparing agendas, organizing materials, documenting action items, and supporting follow-up activities.
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Draft, format, proofread, and maintain departmental communications, reports, presentations, procedures, correspondence, and other business documents.
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Develop and maintain administrative systems, trackers, calendars, templates, checklists, and workflows that improve departmental organization, efficiency, and accountability.
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Support Production leadership in establishing and maintaining effective administrative processes and department workflows.
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Track departmental action items, initiatives, corrective actions, and key deliverables to support timely execution and completion.
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Monitor deadlines and proactively communicate upcoming requirements, outstanding actions, and scheduling needs to Production leadership.
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Provide administrative and coordination support for departmental initiatives, special projects, audits, and leadership requests.
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Maintain confidentiality of employee, operational, and business information.
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Perform other duties and responsibilities necessary to support safe, reliable, and efficient plant operations.
Qualifications:
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Minimum five (5) years of administrative, executive support, project coordination, operations support, or related experience required.
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Previous experience supporting managers, department leaders, or senior leadership in a manufacturing, industrial, or other fast-paced operating environment preferred.
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Advanced proficiency in Microsoft Excel, PowerPoint, Outlook, Word, Teams, and related business software.
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Strong organizational, planning, and time-management skills with exceptional attention to detail.
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Ability to manage multiple priorities, deadlines, and confidential information with minimal supervision.
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Strong written and verbal communication skills, including preparation of reports, presentations, and business correspondence.
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Demonstrated ability to coordinate activities across multiple stakeholders and organizational levels.
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Ability to exercise sound judgment, anticipate needs, and proactively resolve administrative and scheduling challenges.
