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Position Scope:

The Administrative Assistant will provide administrative support to the Fiberline and Power Business Unit managers and staff, as well as general support to the Mill Office Building as a whole.

Position Responsibilities:

The Administrative Assistant will be heavily involved in a broad spectrum of areas including operations, maintenance, technical, and people.

• Provide visible and active leadership in delivering excellent safety results. Actively participates in the facilities safety observation program
• Manage hourly work schedules and vacation practices and attendance reporting
• Creates and posts weekly communication charts for the department
• Update and maintain the 1-1 tracker including collecting completed 1-1’s filing them in employee’s department files and sending copies to HR Department
• Updates attendance tracking and reports to Business Unit Managers
• Performs recordkeeping for all required documentation per IP record retention policy and regulatory requirements
• Coordinates records retention for department.
• Updates and maintains reporting for performance indicators such as departmental goals, safety leading and lagging indicators, safety incident summaries and corrective actions and training completion
• Participates in SharePoint / Document Management maintenance for the department
• Assists in managing general building maintenance by coordinating with maintenance and housekeeping
• Assists with scheduling meetings/teleconferences/appointments for mangers and other staff members
• Supports meetings by ordering meals, coordinating meeting locations, and tracking equipment
• Arranges for company business lunches on and off-site
• Makes travel arrangements for managers and staff
• Coordinates the mail service needs for the department by picking up mail and delivering mail
• Orders and maintains office and operations supplies.
• Manages Printer supplies and works with vendor to ensure printer reliability.
• Responsibly manage the use of a Purchasing Card and reporting as required.
• Manage safe release of Railcars.
• Process safety reimbursements
• Seeks out and implements best practices using teams, databases, vendors, and other resources
• Participate in the 5S program for the area, including leading 5S improvement projects as needed
• Participate in cost reduction program idea generation and implementation process
• Provide support for budgeting cycle targeted at delivering year over year savings
• Performs any other duties related to the position of administrative assistant as directed by the managers or requested by the staff
• Support the employees of the Business Units, so that they can focus on safety and quality
• Be prepared to serve as back-up for other Administrative Support employees in the mill as needed.

Desired Skills:

Successful candidate should have the ability to:

• Instill safety as a core value within the team and effectively communicate a shared vision for safety
• Quickly develop thorough knowledge of mill equipment and systems
• Utilize excellent communication and interpersonal skills with the ability to communicate to groups and individuals at all levels
• Approach positional responsibilities in an inclusive manner by engaging all team members in area, department, and mill
• Utilize the International Paper Change Process to drive change
• Utilize strong organizational skills to handle multiple tasks effectively

Required Experience:

High School Diploma or equivalent. Minimum of two (2) to five (5) years administrative assistant experience required. Demonstrated ability to maintain sensitive and confidential information. Demonstrated Technical Skills (PC). Proficiency with all Microsoft applications. Must have strong computer experience using Microsoft Office and Excel as well as experience using reporting database systems. Experience in a manufacturing/mill environment is a plus.

Desired Competencies:

Action Oriented, Timely Decision Making, Decision Quality, Organizing, Perseverance, Priority Setting, Problem Solving, Drive for Results, Time Management, Customer Focus, Integrity & Trust, Interpersonal Savvy, Listening, Peer Relationships, dealing with Ambiguity, Functional/Technical Skills, Learning on the Fly, Self-Development, Technical Learning.

International Paper is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected veteran status, age, or any other characteristic protected by law. International Paper complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact reasonable.accommodations@ipaper.com or (877) 973-3919.
Vanceboro NC 28586