Sr. Administrative Assistant, Operations Admin
Company: Herbalife
Location: Lake Forest
Posted on: May 16, 2022
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Job Description:
Overview:
POSITION SUMMARY STATEMENT: -The Sr. Administrative Assistant,
Operations Admin will be responsible for providing administrative
support to the Vice President, Manufacturing Operations and will
support plant operations. This person will work in a
cross-functional environment to support administrative and plant
activities by scheduling and attending meetings; recording,
organizing and communicating information and records; leading and
planning plant events/celebrations; coordinating and interacting
with corporate events to arrange for distributor and VIP tours;
managing the uniform and safety shoe programs, plant notary,
support new hire orientation, and managing the P program. In
addition, this position is responsible for streamlining and
improving activities to support the Vice President and plant
operations. - This position may be required to work
overtime/occasional flexible hours. -DETAILED
RESPONSIBILITIES/DUTIES:In collaboration with HR and other
departments, plan and coordinate plant events and celebrations.
These includes family day, holiday meals/celebrations, Build it
Better Meetings, and other plant events. Prepare and manage budget
for events.Organize and manage the plant's Build it Better Meetings
(all employee townhall meetings); which includes coordination of
event with various departments, work with other departments to
develop power point presentation and preparing and presenting
awards and other activities that may be associated with the
meeting.Coordinate all distributor and VIP events/tours for the
facility. This includes coordinating with corporate events team and
other corporate departments to ensure all logistics are scheduled
to facilitate event/tour.Manage employee uniform program. This
includes acting as an intermediary between employees and uniform
vendor for uniform troubleshooting such as uniform replacements,
deliveries and locker assignments.In collaboration with Sanitation,
oversee mat supplies for office areas.Manage plant safety shoe
program by selecting and managing shoe vendors, issuing shoe
vouchers, tracking and managing replacement shoes for all
employees.Manage plant prescription safety glasses program by being
the key point of contact with contracted vendor, manage employee
eligibility and issue voucher.Manage, issue and track employee
locker assignments within the locker room.Assist corporate Facility
Services by managing and updating plant seating floorplan.Oversee
the plant's authorization to drive company vehicles in
collaboration with Risk Management department. Provide motor
vehicle report forms to applicants and maintain/update plant
authorized drivers list.Assist HR with onboarding new hires.Manage
P program to ensure lunchrooms are stocked with HN products and
inventory is on hand.Manage the plant recognition and suggestion
program by compiling monthly recognitions and suggestions for
management review, tracking recognitions and suggestions, following
up on implementation, and issuing prizes.Lead and manage special
projects to support plant operations. Prepare CAPEX requests as
needed; manage budget and oversee project to completion.Act as
plant notary. Notarize all required documents in compliance with
state notary requirements.Manage office supplies. Place
requisitions for purchase and maintain proper inventory to support
office. Administer employee stationary program to include business
cards.Manage drinking water supply and delivery, work with
sanitation to order and maintain coffee supplies for both sites and
manage and oversee plant micro market vendor.Assist with regulatory
audits to include immediate notification of key management and
maintaining an updated plant organizational chart.Act as department
records retention coordinator and, in collaboration with legal,
ensure each department has a retention coordinator assigned at the
plant.Maintain daily calendar for the Vice President, which
includes scheduling meetings and making arrangements for
appointments. Provide notification of appointments, changes to
calendar and any necessary reminders. Manage and administrate
calendars for plant conference rooms.Create and ship FedEx orders
both Express and Ground, domestic and international.Complete
routine and special analytical assignments and prepare all
correspondence accurately with a professional/polished appearance.
Proofread all materials prior to submission for approval and
distribution. This includes inputting data into spreadsheets, word
documents, preparing PowerPoint presentations and other programs
for storage, analysis and recall.Prepare expense reports as needed.
Compile receipts, enter expense reports, proofread and submit to
the Vice President prior to obtaining appropriate signatures and
submitting to accounts payable.Make travel arrangements as needed,
no later than 7 days prior to date of travel (under normal
circumstances). Assist and facilitate visa requests.Review
in-coming mail marked as confidential with importance and route to
addressee immediately.Serve as a liaison between the plant and
various corporate staff and Members as well as any customers,
applicants, and vendors in a courteous, cooperative and
professional manner.Enter purchase requisitions and follow up to
ensure purchase orders are issued to vendors.Assist department
personnel and perform additional duties as assigned.
Qualifications:
REQUIRED QUALIFICATIONS:Event planning, budgeting, and
managementProgram and project managementAbility to work cross
functionally across multiple different departments within the
facility and with corporate departmentsExcellent analytical,
organizational and communication skillsProven analytical and
problem-solving abilityUnderstand of basic budgetingAbility to work
in a dynamic, fast-paced manufacturing environment and be a strong
team playerAbility to organize workload for effective
implementationProficiency in Microsoft Word, Excel, Power Point and
Outlook; knowledge of Access, Visio, Quick Expense, File Maker Pro
and OracleHave a positive attitude and willingness to learn and
work in a team environmentExperience: -5+ years' experience as an
Administrative Assistant or relevant experiences working in a
manufacturing related environment -Education: -High School Diploma
or Equivalent -PREFERRED QUALIFICATIONS:Strong customer and results
orientationAbility to interact effectively at all
levelsAdaptability to evolving external environment and
organizationBachelor's DegreeExperience in Nutraceutical,
Pharmaceutical, Food, or CPG industries and environments
Keywords: Herbalife, Lake Forest , Sr. Administrative Assistant, Operations Admin, Administration, Clerical , Lake Forest, California
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