Administrative Assistant (Vance)
Ingenics Corporation USA, Vance, AL, United States
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
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