Quality Improvement Administrative Assistant

Position Summary

We are seeking a hands-on, detail-oriented QI Administrative Assistant to support our Quality Improvement team in a fast-paced beauty, cosmetic, and OTC manufacturing environment. In this role, you will work primarily within the QI section of ETQ, our Quality Management System (QMS), to assist with managing documentation, maintaining system records, and supporting quality processes to ensure accuracy, compliance, and efficiency. If you have experience using ETQ (or similar QMS platforms), strong organizational skills, and an interest in quality processes and data management, this role could be a great fit.

Responsibilities and Essential Duties

• Review incoming quality events (e.g., deviations, nonconformances, complaints) to help determine if a CAPA is warranted and initiate the appropriate workflow or escalation based on predefined criteria.
• Assist Quality Improvement Investigators by creating, assigning, and tracking records in ETQ. Ensure all investigation data, documentation, attachments, and routing are accurate, complete, and compliant with review timelines.
• Track open tasks and workflows across the ETQ system, monitor due dates, and escalate delays to the Quality Improvement Manager to support timely closure of quality events.
• Maintain high standards of data accuracy and documentation within ETQ, and support internal and external audits by preparing and presenting investigation records, system reports, and compliance documentation.
• Work closely with Quality, Compliance, and Manufacturing teams to improve system workflows and the user experience. Participate in system updates, validation, and user training to ensure optimal ETQ platform performance.
• Develop dashboards and reports to identify quality trends, overdue tasks, and investigation metrics, supporting data-driven decisions and continuous improvement initiatives.

Technical Skills Required

• Basic understanding of quality investigations, systems improvement, and process analysis.
• General knowledge of FDA regulations and Good Manufacturing Practice (GMP) standards.
• Effective written and oral communication skills.
• Basic project management skills.
• Strong problem-solving, analytical, and critical thinking abilities.
• Ability to collaborate effectively with team members.
• Proficient in Microsoft Office (Word, Excel, PowerPoint).

Experience Required

• High school diploma or equivalent required.
• 1 to 2 years of experience working with ETQ Reliance or another electronic Quality Management System (eQMS).
• Basic understanding of quality processes such as deviations, CAPAs, and audits.
• Good computer skills, especially with data entry, Excel, and Microsoft Office.
• Strong attention to detail, organization, and ability to follow procedures.
• Good communication skills to support team members and work across departments.

Physical Requirements

• Regularly sit, stand, and walk for extended periods of time.
• Ability to sit, balance, climb, stand, bend, squat, squeeze, kneel, turn, crouch, stoop repeatedly.
• Physically able to lift 50 pounds repeatedly.
• Frequent exposure to varying temperatures, loud noises, heavy machinery, fumes, or airborne particles, moving mechanical parts, electrical current, chemicals, and vibrations.
• Frequent use of computer screen.

Preferred Qualifications

• Prior experience in a cosmetic, beauty, OTC, or manufacturing environment.
• Knowledge of GMP and FDA regulations is a plus.
• Experience training others or supporting system users.
• Familiarity with document control and quality compliance systems.