Commercial Administrative Assistant

Administrative Assistant – Commercial Division

Location: Ram Jack Texas, Oklahoma, and Arkansas

Reports To: Director of Commercial Production or Sales

Supports: Divisional and Corporate Leadership Teams

Location: Office-Based (Hybrid flexibility available)

Travel: Occasional (meetings, events, and divisional support)

Salary Range: $40,000 - $45,000

The Administrative Assistant – Commercial Division provides high-level administrative and organizational support to the Director of Commercial Production or Sales and assists other divisional and corporate leaders as needed. This individual plays a central role in coordinating communication, managing schedules, preparing documentation, and maintaining alignment across multiple departments – including Sales, Production, Business Development, and Specialty Markets. The position requires excellent communication skills, attention to detail, and the ability to manage multiple priorities in a fast‑paced, growing organization.

• Provide comprehensive administrative assistance to the Director of Commercial Production & Sales, managing calendars, travel, emails, and daily task priorities.
• Prepare correspondence, internal memos, presentations, and reports for leadership meetings.
• Schedule, coordinate, and document divisional leadership meetings, conference calls, and project reviews.
• Assist with confidential initiatives involving strategic planning, personnel matters, or financial documentation.
• Support divisional and corporate leadership with meeting logistics, event planning, and follow‑up reporting.

• Serve as an internal liaison between commercial departments (Sales, Production, Business Development, Specialty Markets) and corporate administration.
• Track deliverables and deadlines for divisional goals, ensuring alignment with company objectives.
• Maintain accurate records, databases, and project files for the commercial division.
• Support internal communication by drafting updates, announcements, and progress summaries for leadership distribution.
• Coordinate preparation and submission of divisional performance reports, project summaries, and KPI dashboards.

• Support planning and execution of trade shows, Lunch & Learns, and company events involving the commercial division.
• Assist with logistics for corporate visits, plant tours, and leadership meetings across markets.
• Coordinate schedules and materials for training sessions, divisional retreats, and regional meetings.

• Maintain divisional calendars, contact lists, and filing systems for quick and organized access to information.
• Assist with budgeting and expense reporting for divisional activities.
• Manage purchase orders, vendor correspondence, and basic procurement tasks when requested.
• Support onboarding of new divisional employees with access setup, orientation materials, and documentation.
• Identify and recommend improvements to administrative processes that enhance efficiency and communication.

• Associate’s or Bachelor’s degree in Business Administration, Communications, or related field preferred.
• 3–5 years of administrative experience, preferably supporting senior or executive‑level leadership.
• Strong organizational and multitasking skills with a high attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Excel, Outlook, PowerPoint, Word) and familiarity with CRM or project management tools.
• Discretion and professionalism in handling confidential or sensitive information.
• Ability to work independently, manage competing priorities, and meet deadlines.
• Team‑oriented mindset with a proactive approach to supporting leadership and divisional goals.

• Timeliness and accuracy of administrative deliverables.
• Quality and clarity of communication across departments.
• Organizational efficiency and task completion rate.
• Responsiveness to leadership requests and priorities.
• Professionalism and discretion in managing confidential information.

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