Administrative and Communications Assistant

3 weeks ago

Stuarts Draft, United States Disability Solutions Full time
We Make Life More Rewarding and Dignified

Location: Stuarts Draft
Department:

Position Summary: This role will provide high-level administrative and communication support to the Hollister Incorporated manufacturing facility in Stuarts Draft. This will include coordinating internal and external site visitors, managing a variety of communications for the facility, event planning, arranging travel, expense reconciliation, and calendar management. This role is extremely diverse and requires a great deal of flexibility. Due to the handling and access to sensitive information this position demands a high level of confidentiality.

Key Responsibilities:
  • Provide administrative support for the facility, senior leadership team, and associates.
  • Handle and prioritize inquiries in person or by phone then coordinate communication and responses amongst the teams while tracking and following up on requests.
  • Manage and maintain both business and senior leadership calendars and schedule for meetings and events.
  • Champion several internal initiatives including the Hollister Employee Activity Committee (HEAC) and provide communication to the wider teams.
  • Primary responsibility to manage the employee activity and the HEAC budget with guidance of the Director, Plant Operations.
  • Order and maintain inventory of office supplies
  • Process and/or Reconcile procurement requisitions, purchase orders, and monthly expense reports.
  • Manage visitor registration.
  • Arrange on-and off-site meetings, events, appointments, and travel for plant leadership gathering supporting materials as needed.
  • Collaborate with internal meeting hosts and off-site vendors to coordinate meeting/event requirements including scheduling, location, set-up, technology, and catering.
  • Liaise with external and internal teams to coordinate tours, educational presentations, and discussion forums, ensuring Stuarts Draft is reflected positively.
  • Collaborate with site leadership to gather information and generate new ideas for internal site and corporate-level publications guaranteeing appropriate representation of organizational messaging.
  • Write, edit, and coordinate internal communications and meeting materials. This will include the facility intranet page, associate newsletters, associate communications, and meeting messaging.
  • Maintain attendance records and exempt staff ensuring adherence to company policies and procedures.
  • Assist with any other ad-hoc administrative and project requirements as needed.


Essential Functions of the Role**:

Prolonged sitting
  • Frequent telephone calls
  • Local Travel
  • Availability outside of business hours


Work Experience Requirements

  • Number of Overall Years Necessary: 8-12


  • 8 years of experience in a similar role, senior-level-administrative support required

Education Requirements

Essential: High School Diploma or GED with relevant work experience.

Desirable: Bachelor Degree (Business Administration or Communications preferred)

Specialized Skills/Technical Knowledge:

  • A high level of integrity and trust with confidential information.
  • Approachable and professional with all levels of staff within the organization.
  • Adaptable approach to work, and proven ability to work unsupervised as part of a team.
  • Ability to be assertive when needed while interacting with others.
  • Strong problem-solving skills, seeking innovative solutions.
  • High attention to detail and accuracy is essential
  • Ability to work under pressure
  • Excellent organizational skills
  • A strong sense of customer service
  • Must be flexible, proactive, and efficient with a level of professionalism

Technical Knowledge:

Essential:
  • Proficient computer skills with an in-depth knowledge of the Microsoft Suite, including Outlook, Excel, PowerPoint, and Teams.
  • Experience in arranging travel, meetings, and events for individuals and groups.
  • Excellent oral and written communication skills.

Desired:
  • Knowledge of time and attendance system such as Timeware.
  • Experience with Zoom and other video conferencing platforms.
  • Administrative experience with SharePoint
  • Experience with Concur travel and expense management


Local Specifications (English and Local Language):

English

About Hollister Incorporated
Hollister Incorporated is an independent, employee-owned company that develops, manufactures and markets healthcare products worldwide. The company spearheads the advancement of innovative products for ostomy care, continence care and critical care, and also creates educational support materials for patients and healthcare professionals. Headquartered in Libertyville, Illinois, Hollister has manufacturing and distribution centers on three continents and sells in nearly 80 countries. Hollister is a wholly owned subsidiary of The Firm of John Dickinson Schneider, Inc., and is guided both by its Mission to make life more rewarding and dignified for people who use our products and services, as well as its Vision to grow and prosper as an independent, employee-owned company, and in the process, to become better human beings.

EOE Statement
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

Job Req ID: 33861

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