Administrative Assistant

HYDAC International; Northern (KY); Hybrid; USD 42,000 - 56,000; Full time

Benefits offered by this job

Pet Insurance

Health Insurance

401(k) matching

Paid Time Off

Vision Insurance

Dental Insurance

Flexible Spending Accounts

Life Insurance

Disability Insurance

Paid Holidays

Job summary

HYDAC International is seeking an Administrative Assistant to provide comprehensive clerical support across multiple departments in a fast-paced manufacturing environment. The role emphasizes organization, confidentiality, and proactive task management to keep day-to-day operations running smoothly.

The successful candidate will manage calendars, coordinate travel, prepare materials, process expenses, and assist with supplier and HR-related activities.

Qualifications

• Excellent verbal and written communication skills.
• Strong interpersonal skills to interact with managers, employees, customers, and external partners.
• Demonstrated ability to work proactively, manage multiple priorities, meet deadlines, and exercise sound judgment.
• Proficiency in Microsoft Office Suite, Microsoft Teams, SharePoint, Concur, SAP, Visio, and PowerPoint.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Flexibility to work occasional overtime based on business needs.

Responsibilities

• Manage correspondences and communications assigned by managers.
• Organize, maintain, and update departmental files, records, and documentation.
• Coordinate and maintain management calendars, including scheduling meetings, conference calls, travel itineraries, room reservations, and business-related events.
• Prepare agendas, presentations, reports, meeting materials, and meeting spaces for business functions.
• Coordinate visitor accommodations, training sessions, meetings, and catering services.
• Arrange and manage business travel, including flights, hotel accommodations, rental vehicles, travel approvals, and related logistics.
• Coordinate airport transportation and driver schedules for visitors and employees as needed.
• Manage and maintain the company vehicle reservation calendar.
• Negotiate and maintain preferred hotel rates for the Denver, NC office location.
• Manage office supply inventory and procurement to ensure operational needs are met.
• Serve as the primary contact for office vending and related service providers.
• Prepare and process expense reports for managers.
• Coordinate maintenance and administration of company vehicles, including registrations, fuel management, cleaning schedules, and repair requests.
• Perform weekly mail collection and distribution activities.
• Process daily shipment invoicing, pro forma documentation, and support international shipping requirements.
• Investigate and resolve invoice discrepancies in a timely manner.
• Responsible for specific supplier purchases through SharePoint and delivery tracking.
• Partner with Human Resources to coordinate company events, including venue reservations, supply procurement, employee communications, and event logistics.
• Provide administrative support to management and team members on special projects and departmental initiatives.
• Perform additional duties and responsibilities as assigned.

Skills

Verbal and written communication

Interpersonal skills

Multitasking ability

Customer service orientation

Confidentiality and discretion

Proactive and organized

Education

High school diploma or GED

Tools

Microsoft Office Suite

Microsoft Teams

SharePoint

Concur

SAP

Visio

PowerPoint

Job description

Description

HYDAC is a family-owned and operated business with a vibrant and rewarding working environment for our employees across the country. Our goal is to provide quality products, components and services that meet our customer expectations while being committed to the protection and preservation of our environment. HYDAC’s passionate team designs and manufactures a comprehensive line of innovative and reliable solutions optimized for mobile, industrial, and process applications. We are looking for motivated, energetic people to join our dynamic Team!

Requirements

The Administrative Assistant provides comprehensive administrative support across multiple departments, serving department managers and team members to ensure efficient day-to-day operations. The successful candidate will be highly organized, detail-oriented, proactive, and capable of handling confidential information with professionalism and discretion.

Essential Duties and Responsibilities

• Manage correspondences and communications assigned by managers.
• Organize, maintain, and update departmental files, records, and documentation.
• Coordinate and maintain management calendars, including scheduling meetings, conference calls, travel itineraries, room reservations, and business-related events.
• Prepare agendas, presentations, reports, meeting materials, and meeting spaces for business functions.
• Coordinate visitor accommodations, training sessions, meetings, and catering services.
• Arrange and manage business travel, including flights, hotel accommodations, rental vehicles, travel approvals, and related logistics.
• Coordinate airport transportation and driver schedules for visitors and employees as needed.
• Manage and maintain the company vehicle reservation calendar.
• Negotiate and maintain preferred hotel rates for the Denver, NC office location.
• Manage office supply inventory and procurement to ensure operational needs are met.
• Serve as the primary contact for office vending and related service providers.
• Prepare and process expense reports for managers.
• Coordinate maintenance and administration of company vehicles, including registrations, fuel management, cleaning schedules, and repair requests.
• Perform weekly mail collection and distribution activities.
• Process daily shipment invoicing, pro forma documentation, and support international shipping requirements.
• Investigate and resolve invoice discrepancies in a timely manner.
• Responsible for specific supplier purchases through SharePoint and delivery tracking.
• Partner with Human Resources to coordinate company events, including venue reservations, supply procurement, employee communications, and event logistics.
• Provide administrative support to management and team members on special projects and departmental initiatives.
• Perform additional duties and responsibilities as assigned.

Qualifications, Skills, and Competencies

• Excellent verbal and written communication skills.
• Strong interpersonal skills with the ability to effectively interact with managers, employees, customers, and external partners.
• Demonstrated ability to work proactively, manage multiple priorities, meet deadlines, and exercise sound judgment.
• Proficiency in Microsoft Office Suite, Microsoft Teams, SharePoint, Concur, SAP, Visio, and PowerPoint.
• Working knowledge of standard office equipment and administrative procedures.
• Strong organizational, planning, and time-management skills.
• Exceptional attention to detail and commitment to accuracy.
• Ability to manage multiple tasks and priorities.
• Professional demeanor with strong customer service orientation.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Flexibility to work occasional overtime based on business needs.

Education and Experience

• High school diploma or GED required.
• Minimum of five (5) years of administrative assistant experience in a manufacturing environment is preferred, supporting multiple functions in a professional business environment.

Safety and Personal Protective Equipment (PPE)

• Comply with all applicable safety policies, procedures, and regulations while performing job responsibilities, including those at customer and supplier locations.
• Adhere to all required PPE standards when entering designated manufacturing or operational areas, including the use of safety glasses, safety footwear, and other required protective equipment.

HYDAC is committed to providing equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Benefits

• Pet Insurance
• Health Insurance
• 401(k) matching
• Paid Time Off
• Vision Insurance
• Dental Insurance
• Flexible Spending Accounts
• Life Insurance
• Disability Insurance
• Paid Holidays