Administrative Assistant I

MSI Express, Inc.; Portage (IN); On-site; USD 35,000 - 50,000; Full time

Job summary

MSI Express, Inc. in Portage, IN seeks an Administrative Assistant to provide comprehensive administrative and office management support while assisting with select HR functions.

The role reports to the Plant Manager and serves as a central coordination point for daily operations, leadership support, and associate communications. Responsibilities include calendar management, meeting scheduling, travel coordination, filing, and confidential personnel records.

Qualifications

• Experience supporting senior management.
• Experience handling confidential information.
• Proficiency with Outlook, Word, Excel, PowerPoint.
• Ability to manage multiple priorities.
• Familiarity with HR processes preferred.

Responsibilities

• Provide executive administrative support including scheduling.
• Coordinate interviews and travel logistics.
• Maintain confidential personnel files and reports.
• Assist HR with data collection and reports.
• Act as liaison with internal departments and partners.

Skills

Executive support

Office management

Organizational skills

Discretion & confidentiality

Communication skills

MS Office

HRIS familiarity

Tools

HRIS

Job description

Job Description: The Administrative Assistant provides comprehensive administrative and office management support while assisting with select human resources functions. This role serves as a key point of coordination for daily office operations, senior leadership support, and associate communications, with some HR-related responsibilities. The position works independently under general direction of the Plant Manager and functions primarily as an administrative resource for the department and management team.

Key Responsibilities

Administrative & Office Management

Provide advanced administrative support to senior management, including calendar management, scheduling meetings, coordinating interviews, and arranging travel and lodging for extended trips. Serve as the central point of communication for office activities, meetings, and administrative inquiries. Open, review, and route mail and correspondence; respond to routine inquiries as appropriate. Maintain organized filing systems and reporting, including confidential managerial and personnel records. Anticipate the needs of the team and provide proactive solutions. Operate and maintain office equipment. Follow up on assignments delegated by management to ensure timely completion and status reporting. Perform a broad range of administrative details requiring knowledge of company operations, organizational procedures, and professional business terminology.

HR & Personnel Support

Provide administrative support for HR-related processes such as personnel records management and basic benefits coordination. Maintain and update employee data in HR systems and files, ensuring accuracy and compliance with employment requirements. Respond to routine HR-related inquiries and redirect more complex issues to appropriate HR team members. Support supervisors with performance management documentation and tracking. Assist with ad hoc HR projects such as employee surveys, data collection, and report preparation. Prepare confidential and recurring reports related to personnel data, turnover, and compliance as requested.

Additional Duties

Liaise with internal departments to ensure smooth administrative and personnel processes. Serve as a courteous and professional point of contact for associates, candidates, and external partners. Perform additional administrative or departmental duties as assigned by management.

Required Skills & Qualifications

Strong administrative and office management skills with the ability to manage multiple priorities and deadlines. Proven experience providing executive or senior-level administrative support. Excellent organizational skills with exceptional attention to detail and accuracy. High level of discretion and ability to handle confidential and sensitive information. Professional verbal and written communication skills, with the ability to interact effectively with all levels of the organization. Proficiency in Microsoft Office applications (Outlook, Word, Excel, PowerPoint) and comfort working in HRIS or similar database systems. Ability to work independently with minimal supervision while exercising sound judgment. Strong time-management and follow-up skills to ensure tasks and assignments are completed on schedule. Customer-service mindset with a courteous, responsive, and solution-oriented approach. Basic understanding of HR processes and employment-related documentation preferred. Ability to adapt to changing priorities in a fast-paced office environment. MSI Express is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We are a single-source contract manufacturing and packaging company, delivering innovative engineering solutions from our strategically located network of manufacturing facilities.