Administrative Assistant

Job Description

Job Description

Administrative Assistant
Automation Personnel Services is seeking an Administrative Assistant to provide support both administrative and organizational, to the Executive Chairman, President and Chief Executive Officer of a company based in Pelham, AL. In this role, you will be responsible for managing complex calendars, coordinating meetings and travel, and supporting effective communication flow across executive and senior leadership. The position serves as a trusted partner, exercising sound judgement, discretion and attention to detail while balancing priorities across multiple executives and leveraging available digital and AI-enabled tools to improve efficiency.

Pay Rate
$18-$20 per hour

Schedule and Hours
Monday through Friday

8:00am – 5:00pm

Administrative Assistant - Duties and Responsibilities

• Manages meeting schedules, calendars, travel arrangements, guest coordination, and executive logistics for the Executive Chairman, President & CEO.
• Prepare executive-ready reports, correspondence, presentations, and briefing materials.
• Serves as a gatekeeper by screening communications and directing inquiries appropriately.
• Administers Senior Leadership Team meetings, including agenda preparation, scorecard data coordination, note-taking, and generation of minutes, and quarterly/annual planning meetings.
• Processes and submits expense reports for the Executive Chairman, President & CEO accurately and on time.
• Review and approve expense reports for executive leadership (CMO, CHRO, COO, CIO, and CFO) on behalf of the President & CEO, ensuring compliance with company policy.
• Coordinate and serve as the primary administrative leaders for the annual Garden Party sales event and other corporate or customer events in partnership with Sales and Marketing teams.
• Supports special projects and executive initiatives, including charitable contributions, donation policy administration, and other assigned projects.
• Utilizes AI-powered tools to draft, summarize, and refine executive communications, presentations, reports, and correspondence.
• Leverages AI to summarize meetings, identify key themes, action items, and follow-ups from notes, transcripts, and supporting materials.
• Uses AI-assisted research tools to gather, synthesize, and present insights and background information to support executive decision-making.
• Leverages AI-enabled scheduling tools to identify availability, propose optimal meeting times, and streamline scheduling across multiple executives and stakeholders.
• Applies AI and automation to improve calendar management, meeting preparation, travel planning, and task prioritization.
• Maintains discretion and sound judgment when using AI tools with confidential, sensitive, or executive-level information.

Administrative Assistant - Qualifications and Requirements

• Minimum of five years of experience providing executive‑level administrative support, preferably supporting senior leadership in a fast‑paced environment required.
• Excellent written, verbal, and interpersonal communication skills, with the ability to communicate effectively across executive and senior leadership levels.
• Strong organizational, time‑management, and prioritization skills with the ability to manage multiple executives and competing priorities.
• Proficient in Microsoft 365 and related productivity tools and expense management platforms strongly preferred.
• Demonstrated ability to use AI‑enabled productivity tools to support drafting, summarization, scheduling, research, and administrative efficiency.
• High degree of discretion, sound judgment, and professionalism when handling confidential, sensitive, or executive‑level information.
• Strong collaboration skills with the ability to work effectively across departments.

Job Type
Full-time, temporary to hire

Benefits
• Weekly Pay
• Medical, dental, vision, short-term disability, and life insurance
• 40 Hours Service Bonus after 1 year of continuous service and 1500 hours
• 6 paid Holidays after 1 year of continuous service and 1500 hours

401(k) Retirement Plan
Automation Personnel Services is the only staffing agency specializing in manufacturing and industrial roles that offers 401K matching to all eligible contingent and temporary associates.

Interested in this job?
Click Apply Now, email your resume to [email protected], or call us at 205.444.9774 to learn more. You can also apply in person at our office located at

Automation Personnel Services Pelham Branch
2145 Pelham Parkway
Pelham, AL 35214

Bonus Opportunity!
We are also offering a $50.00 referral bonus. Both employee and referral must stay on assignment for 30 days to receive the payout.

About Automation Personnel Services
Automation Personnel Services is a highly recognized staffing agency with over 30 years of experience in manufacturing and light-industrial staffing. Our accolades include:
• 10-time consecutive winner of the ClearlyRated® Best of Staffing Client Award (2016-2025).
• Winner of the ClearlyRated® Best of Staffing Talent Award (2019-2025).
• Recipient of the Safety Standard of Excellence Award by the American Staffing Association.
• Named one of the Best Staffing Companies to Work For by CIO Views Magazine.
• Consistently ranked among the top U.S. staffing agencies by Staffing Industry Analysts (SIA).

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Equal Opportunity Employer

APSPelham