Overview
Executive Assistant Jobs in Lake Zurich, IL at Fresenius Kabi
Job Band:
Hiring Manager: Jamal M Osman
HR Rep: Vanessa Torres
Job Title: Administrative Assistant
Department: Administration
Reports to: Plant Controller/HR Leader
FLSA Status: Hourly; Non-Exempt
Date: 4/16/2025
SUMMARY
The Administrative Assistant reports to the Plant Controller with dotted-line accountability to the HR Lead and is responsible for providing financial, administrative, and support services for all aspects of the plant.
Principal Duties and Responsibilities:
SAFETY
Follow all safety rules, regulations, procedures, training, and initiatives
Maintain good housekeeping in all work areas
Participate on/lead safety teams
ADMINISTRATIVE
Maintain and update financial and personnel files following company document retention guidelines; generate and issue related reports as required
Ensure regulatory postings (permits, notices, laws, etc.) are maintained and up-to-date
Maintain office and breakroom supplies are stocked and ensure office equipment and vending/canteen services functionality
Establish and maintain network access, distribution and phone lists, phone and computer equipment and access.
Track and manage building/security access (keys, badges, alarms, etc.)
Perform necessary facilities, security, and basic IT-related duties (change tapes, respond to service desk, set up shared network folders, manage network, phone, electronic folder, badge, key, and gate access. etc.) for the plant.
Coordinate with vendors as needed (janitorial services, office equipment, pest control, uniforms, security, repair/installation services, etc.)
Manage plant communications and publications (shift meetings, emergency contacts, print shop orders, newsletters, huddle announcements, huddle topics, OC News stories, photo releases, etc.)
Handle incoming and outgoing mail/packages for staff and departments
Cover reception and direct visitors and callers to their respective contacts/areas
Set-up, coordinate, tear-down, and promote company, plant, and community events and initiatives (lunches, meetings, recognition, give-aways, celebrations, and outings for special occasions, etc.)
Process accurate and timely job changes, separations, hires and organization changes in HRIS system while maintaining a file for audit purposes.
Administer hourly payroll and temporary pay approvals and resolve any pay discrepancies
Administer attendance, paid time off, and leaves of absence (FMLA, PLOA, STD, etc.) Send employee correspondence for approval and denial and track all Family Medical Leave requests.
Perform purchasing/receiving as needed
Request and issue payments (requisitions, checks, etc.) and investigate insurance, budget, and AR/AP related issues
Facilitate and assist with customer tours
Participate and/or lead site Wellness Team and wellness activities and occupational medical examinations (including drug/alcohol screening)
Comply with plant and Corporate policies
Provide weekly, monthly and quarterly reports and presentations as needed
Administer tests, training, and surveys; compile results and re-take lists as required
Coordinate and assist with travel arrangements
Assist with/deliver training as needed
Perform as backup to other support roles, as required
SKILLS AND ABILITIES
Ability to communicate well (both verbally and in writing) with a variety of people of different levels
Good listening and comprehension skills
Demonstrated ability to manage and prioritize multiple objectives
Ability to maintain utmost confidentiality on sensitive matters
Strong interpersonal, verbal, and written communication skills required
Exceptional organizational skills, multi-tasking skills, and strong decision-making capabilities required
High level of creativity and problem-solving skills
Proven teamwork skills, with the ability to work independently
Regular attendance, timeliness, and scheduling flexibility are required
Ability to do basic mathematical calculations
Must be able to read, write, and speak English; bilingual Spanish preferred
COMPUTER AND SOFTWARE COMPETENCIES
Ability to operate a computer or other keyboard instrument
Proficiency operating a computer and other keyboard instruments, utilizing Microsoft Windows, Word, Excel, PowerPoint, and Outlook
Proficiency or ability to learn SAP, BI, PowerBI, Kronos, and SuccessFactors
EDUCATION AND/OR EXPERIENCE
High School diploma or equivalent required; Two-year associates/technical degree preferred.
Three years administrative experience, including two years in HR, strongly preferred
Experience interacting with employees at all levels within the organization
Experience handling sensitive data
ESSENTIAL PHYSICAL REQUIREMENTS/WORK ENVIRONMENT
Work extended / flexible hours as required
Sit / stand / walk for prolonged periods of time
Use computer equipment for extended periods of time.
Valid driver’s license and ability to drive for errands
Travel, as needed, for training
About Owens Corning
Owens Corning is a residential and commercial building products leader committed to building a sustainable future through material innovation. Our products provide durable, sustainable, energy-efficient solutions that leverage our unique capabilities and market-leading positions to help our customers win and grow. We are global in scope, human in scale with more than 25,000 employees in 31 countries dedicated to generating value for our customers and shareholders and making a difference in the communities where we work and live. Founded in 1938 and based in Toledo, Ohio, USA, Owens Corning posted 2024 sales of $11.0 billion. For more information, visit www.owenscorning.com.
Owens Corning is an equal opportunity employer.
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Title: Executive Assistant
Company: Fresenius Kabi
Location: Lake Zurich, IL
