Administrative Assistant

Ensign-Bickford Industries; Graham (KY); On-site; USD 42,000 - 56,000; Full time

Job summary

Ensign-Bickford Aerospace & Defense Company is seeking an Administrative Support professional to back leadership, maintain records, and coordinate audits and training. You will prepare agendas, minutes, and action items, manage visitor access, and ensure compliance with EH&S requirements.

The role requires a Bachelor’s in a business field and a minimum of three years of admin experience, with strong Excel skills and ERP exposure (IFS preferred). This is an on-site position in Kentucky.

Qualifications

• Bachelor degree with business emphasis.
• At least 3 years of admin support experience.
• Proficient in MS Office; Excel expert preferred.
• ERP experience with IFS is a plus.

Responsibilities

• Provide administrative support to leadership.
• Maintain records, logs, databases, and document control.
• Develop and track spreadsheets and reports in Excel.
• Coordinate audits, meetings, and training activities.
• Prepare agendas, minutes, and action items.
• Handle visitor management and site access procedures.
• Maintain confidentiality and support emergency procedures.

Skills

Strong organisational skills

Excellent written and verbal comms

Ability to multitask

Education

Bachelor's degree in business function

Tools

Microsoft Excel

Microsoft PowerPoint

Microsoft Teams

IFS ERP

Job description

This opportunity is located within our Ensign-Bickford Aerospace & Defense Company business, a global leader of mission-critical hardware and systems solutions including precision energetics systems and innovative explosive solutions.

Job Description

Administrative Support (Primary Responsibility)

• Provide administrative support to the leadership team
• Maintain records, logs, databases, and document control systems.
• Develop, update, and track spreadsheets and reports using Microsoft Excel to monitor safety audits, inspections, training, incidents, and corrective actions.
• Track and follow up on internal and external audits, inspections, and compliance action items.
• Assist with the preparation, coordination, and documentation of meetings, audits, and regulatory activities.
• Prepare meeting agendas, record meeting minutes, and track assigned action items.
• Support training coordination, onboarding safety orientations, and maintenance of training records.
• Assist with incident reporting documentation and corrective action tracking.
• Maintain metrics, dashboards, and summary reports as directed
• Provide first point of contact for a variety visitor tasks and administrative functions.
• Greet, screen, and direct visitors in accordance with site security, safety, and EH&S requirements.
• Answer, screen, and route incoming phone calls and general inquiries in a professional manner.
• Coordinate visitor arrivals with internal departments and ensure compliance with site access procedures.
• Maintain a professional, organized, and safe atmosphere.
• Support emergency response procedures and visitor accountability as required.

General Administrative Support

• Prepare reports, correspondence, and presentations as required.
• Maintain confidentiality of sensitive, proprietary, and regulatory information.
• Support PPE inventory tracking and ordering.
• Perform other administrative as assigned

Requirements / Qualifications

• Bachelor Degree with an emphasis in a business function
• Minimum of three (3) years of administrative support experience.
• Proficiency with Microsoft Office applications, including Excel, PowerPoint, and Microsoft Teams; strong Excel skills required.
• Previous experience working with an ERP system preferred; IFS experience is a plus.
• Excellent organizational skills with strong attention to detail and the ability to effectively multitask.
• Strong written and verbal communication skills, including excellent note-taking abilities.
• Dependable, with a strong work ethic and a high level of professionalism.
• Demonstrated ability to follow through on tasks and consistently meet deadlines.

Ensign-Bickford Aerospace & Defense Company is an Equal Opportunity Employer (EOE). Qualified applicants are considered for employment without regard to race, religion, color, sex, age, disability, sexual orientation, genetic information, national origin, or veteran status.