Sr. Administrative Assistant, Operations Admin

Company: Herbalife
Location: Lake Forest
Posted on: May 16, 2022

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