Administrative Assistant

The Administrative Assistant provides temporary administrative support to the Director of Safety & the Environment and the EHS team in Rahway. This role is responsible for executing general and confidential administrative operations, managing data entry for high-risk work permits, maintaining department databases and file retention systems, and updating safety procedural SOP templates and training materials. Working closely with the EHS team, the position ensures seamless office administration through efficient document management, SharePoint coordination, and daily operational support.

Responsibilities

• Perform general and confidential administrative tasks to support EHS leadership and team operations.
• Execute data entry for logging high-risk work permits and oversee associated physical and digital filing.
• Update procedural SOP templates, corresponding appendices, and assigned training presentations.
• Create and manage new department databases and maintain document retention systems using SharePoint and SDA.
• Produce and manage departmental documentation using Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
• Maintain up-to-date organizational charts and oversee department file management.
• Coordinate incoming and outgoing mail distribution and submit facility/maintenance work orders as needed.
• Manage access permissions and content updates for the department SharePoint site.

Education

• High School Diploma (minimum requirement).

Experience

• Minimum of 2 years of professional experience in an administrative support role.
• Strong proficiency in computer applications, particularly Microsoft Word and Excel.
• Demonstrated organizational, planning, and file management skills.
• Ability to thrive in a fast-paced environment, manage time effectively, and meet tight deadlines.
• Excellent written and verbal communication skills with strong attention to detail and self-motivation.
• Experience working both independently and collaboratively within a team environment.
• Preferred familiarity with Windows 11 and the application of AI tools in administrative workflows.

Additional Information

• Role Type: Temporary administrative support.
• Department & Location: Safety & the Environment (EHS) team at the Rahway site.