Administrative Assistant to Director

Administrative Assistant to the Director

Headquarters, Newark, NJ, US

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The Administrative Assistant to Director provides daily administrative and operational support to help the Director stay informed, organized, and prepared. This role owns reporting follow-up, meeting coordination, department communication, and task tracking while working closely with managers across Custom Shop, CNC, Illume/Pantry, and other operational teams. This is not a formal leadership role, but it requires strong follow-through, professionalism, and the ability to support communication across departments.

Schedule:
Monday to Thursday 7:30am-4:30pm and Friday 7:30am-12:00pm

• Prepare, review, collect, and follow up on daily and monthly operational reports to keep the Director informed.
• Post daily updates and report information in the Pulse Center before 10:00 AM.
• Track department performance, safety updates, staffing needs, vacation requests, and other operational concerns for Director review.
• Manage the Director’s calendar, meeting schedule, reminders, and schedule changes to support timely communication and attendance.
• Attend meetings with managers and leadership teams, take clear notes, and follow up on assigned action items.
• Communicate with managers across departments to gather information, follow up on needs, and support daily operations.
• Create, update, and improve reports, workflows, and tracking systems using Asana, Teams, Microsoft Excel, Microsoft Word, and company systems.
• Walk the warehouse regularly to gather updates, follow up on operational needs, and support communication between English- and Spanish-speaking employees and management.

• Must be bilingual in English and Spanish, with the ability to translate daily communication, meetings, instructions, and reports as needed.
• Strong organizational, time management, and follow-up skills.
• Clear verbal and written communication skills with a professional and dependable approach.
• Ability to multitask, prioritize, and meet deadlines in a fast-paced warehouse environment.
• Experience using Microsoft Excel, Microsoft Word, Asana, Teams, reporting tools, or similar systems.
• Strong attention to detail, problem-solving ability, and willingness to improve current processes.
• Comfortable walking throughout the warehouse and working closely with multiple departments and management teams.