Administrative Assistant (Vance)

Job Overview

Under general supervision, the Administrative Assistant provides comprehensive administrative and secretarial support of moderate complexity to a Senior Manager within the Logistics and Purchasing function. The role is responsible for managing day-to-day administrative operations, coordinating internal and external communications, supporting meeting and travel logistics, and ensuring smooth departmental operations. This position serves as a key point of contact between the Senior Manager, internal teams, and international counterparts, particularly in Germany, while maintaining professionalism, confidentiality, and operational efficiency.

Key Responsibilities

• Provide comprehensive administrative and operational support to the Senior Manager, including day‑to‑day coordination of tasks, priorities, and departmental activities
• Plan, coordinate, and support meetings, conferences, seminars, and special events by preparing agendas, arranging logistics, attending meetings as required, and documenting minutes
• Manage departmental records and filing systems for the Logistics and Purchasing function, ensuring accurate documentation and smooth information flow
• Coordinate internal and external communications across departments, external partners, and international stakeholders, serving as the primary contact with German headquarters and plants
• Organize and manage travel logistics, including travel requests, transportation, accommodations, and worldwide scheduling, while maintaining and optimizing the Senior Manager’s calendar
• Prepare presentations, reports, and other administrative materials, support executive visits and international guests, ensure compliance with safety policies, and perform additional duties as assigned

Required Skills

• Minimum of an associate's degree in business administration or a related area or the equivalent combination of education and experience
• Professional demeanor with the ability to handle confidential information discreetly
• Strong interpersonal and communication skills
• Flexibility and ability to work effectively with all levels of management and staff
• Experience in administrative project coordination
• Advanced proficiency in Microsoft PowerPoint and Excel
• Strong organizational, time-management, and multitasking abilities

Preferred Skills

• German language proficiency
• Prior experience in an Administrative Assistant or similar support role
• Experience supporting senior leadership in a corporate or international environment