Administrative Assistant

Kelly Science, Engineering, Technology & Telecom; Portage (MI); On-site; USD 42,000 - 60,000; Full time

Job summary

Kelly Science, Engineering, Technology & Telecom is seeking an experienced Administrative Assistant in Portage, MI to provide direct executive and operational support to site leadership. You will manage calendars, prepare correspondence, and coordinate leadership meetings while coordinating travel and expenses.

You will draft presentations, maintain digital filing (SharePoint), and serve as the first point of contact for site visitors and external stakeholders.

Qualifications

• 3–5+ years of administrative experience, preferably supporting senior managers, directors, or plant/site operations in an engineering, manufacturing, or corporate environment.
• High school diploma or equivalent required; Associate or Bachelor’s degree in Business Administration or related field preferred.
• Advanced skills in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, Teams); familiarity with SAP/Ariba is an asset.

Responsibilities

• Executive & Leadership Support: calendar management, executive correspondence, prioritizing daily tasks, and scheduling conflict resolution.
• Meeting & Event Coordination: organize leadership meetings, town halls, agendas, minutes, and action-item tracking.
• Travel & Expense Management: coordinate domestic travel, hotel, ground transportation; process expense reports per policy.
• Documentation & Reporting: draft, proofread, and format presentations, memos, and confidential letters; maintain SharePoint filing systems.
• Site Liaison & Visitor Hospitality: manage site visitor access, badging, and hospitality arrangements.
• Procurement & Departmental Logistics: process purchase orders, track invoices, manage office inventories; reconcile expenses.
• Confidentiality: handle sensitive information with discretion.

Skills

Administrative experience

Communication

Organization & Detail

Calendar management

Travel coordination

Education

High School Diploma

Associate or Bachelor’s Degree preferred

Tools

Microsoft Office 365

SAP

Ariba

Job description

Position Overview

We are seeking an experienced, proactive Administrative Assistant to provide direct executive and operational support to site leadership. In this role, you will perform high-level administrative work for the Division Manager and Site Manager, serving as a central point of contact for internal teams, cross-functional department heads, and external stakeholders to ensure efficient day-to-day site operations.

Key Responsibilities:

• Executive & Leadership Support: Performs administrative work for the division manager or site manager, including calendar management, executive correspondence, prioritizing daily tasks, and managing scheduling conflicts.


• Meeting & Event Coordination: Organize and facilitate leadership meetings, site-wide town halls, and operational reviews; prepare agendas, take and distribute meeting minutes, and track action items to completion.


• Travel & Expense Management: Coordinate domestic travel arrangements, hotel accommodations, and ground transportation; prepare and submit leadership expense reports in accordance with corporate policy.


• Documentation & Reporting: Draft, proofread, and format presentations, memos, operational summaries, and confidential correspondence. Maintain organized digital filing systems and document repositories (e.g., SharePoint).


• Site Liaison & Visitor Hospitality: Act as the first point of contact for site leadership visitors, clients, and corporate guests. Coordinate site badging, visitor access protocols, and hospitality arrangements.


• Procurement & Departmental Logistics: Process purchase orders, track invoices, manage office and facility supply inventories, and reconcile departmental credit card charges.


• Confidentiality: Handle highly sensitive operational, personnel, and financial information with strict discretion and integrity.

Qualifications:

• Experience: 3–5+ years of administrative experience, preferably supporting senior managers, directors, or plant/site operations in an engineering, manufacturing, or corporate environment.


• Education: High school diploma or equivalent required; Associate or Bachelor’s degree in Business Administration or a related field preferred.


• Software Proficiency: Advanced skills in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, Teams); familiarity with enterprise ERP/procurement systems (e.g., SAP, Ariba) is an asset.


• Communication Skills: Strong written and verbal communication abilities across all levels of an organization.


• Organization & Detail: Exceptional prioritization skills, high attention to detail, and ability to operate independently in a fast-paced environment.