Production Assistant

The Production Assistant provides advanced administrative and operational support to Production leadership. This position coordinates workforce scheduling, departmental reporting, meeting management, document control, and administrative processes supporting a 24/7 operation. The role serves as a key coordination point within the department, ensuring workforce activities, communications, records, and business priorities are effectively organized and executed.

Tasks & Responsibilities:

• Coordinate and maintain workforce schedules, including shift assignments, schedule changes, planned absences, vacancies, temporary assignments, training activities, and coverage requirements.

• Maintain accurate staffing schedules and provide Production leadership with visibility into staffing levels, upcoming absences, training impacts, and potential coverage needs.

• Manage calendars for Production leadership, including meeting coordination, recurring schedules, attendee management, and resolution of scheduling conflicts.

• Coordinate departmental meetings by preparing agendas, organizing materials, documenting action items, and supporting follow-up activities.

• Draft, format, proofread, and maintain departmental communications, reports, presentations, procedures, correspondence, and other business documents.

• Develop and maintain administrative systems, trackers, calendars, templates, checklists, and workflows that improve departmental organization, efficiency, and accountability.

• Support Production leadership in establishing and maintaining effective administrative processes and department workflows.

• Track departmental action items, initiatives, corrective actions, and key deliverables to support timely execution and completion.

• Monitor deadlines and proactively communicate upcoming requirements, outstanding actions, and scheduling needs to Production leadership.

• Provide administrative and coordination support for departmental initiatives, special projects, audits, and leadership requests.

• Maintain confidentiality of employee, operational, and business information.

• Perform other duties and responsibilities necessary to support safe, reliable, and efficient plant operations.

Qualifications:

• Minimum five (5) years of administrative, executive support, project coordination, operations support, or related experience required.

• Previous experience supporting managers, department leaders, or senior leadership in a manufacturing, industrial, or other fast-paced operating environment preferred.

• Advanced proficiency in Microsoft Excel, PowerPoint, Outlook, Word, Teams, and related business software.

• Strong organizational, planning, and time-management skills with exceptional attention to detail.

• Ability to manage multiple priorities, deadlines, and confidential information with minimal supervision.

• Strong written and verbal communication skills, including preparation of reports, presentations, and business correspondence.

• Demonstrated ability to coordinate activities across multiple stakeholders and organizational levels.

• Ability to exercise sound judgment, anticipate needs, and proactively resolve administrative and scheduling challenges.