Administrative Associate

About The CompanyCérélia operates a state‑of‑the‑art commercial bakery and production facility in Whitehall, Ohio, a 150,000‑square‑foot plant that opened in September 2021 and serves as the U.S. manufacturing hub for the Jus‑Rol brand. Our Whitehall facility specializes in ready‑to‑bake chilled dough products—including pizza dough, pie crusts, puff pastry, and cookie dough—and continues to expand with new product lines to support national growth.Team members enjoy modern onsite amenities such as a fitness center and EV charging stations, all within a clean, innovative, and fast‑growing environment. While our Whitehall plant is new, Cérélia’s roots trace back to 1974, evolving from a France‑based bakery into an international leader in dough innovation. As we grow, our people grow with us—if you’re passionate about doing meaningful work with a company on the rise, we’d love to hear from you.Position ProfileThe Administrative Associate supports site operations by providing comprehensive, reliable, and timely administrative and operational assistance in a fast‑paced manufacturing environment. This role is responsible for scheduling and planning, travel arrangements, visitor coordination, data entry, transcription, expense processing, and customer communication management. Success in this position requires strong attention to detail, proactive follow‑through, adaptability, and the ability to manage multiple priorities while supporting diverse stakeholders and maintaining production‑focused operations.Role Location & Work Schedule: This Administrative Associate role is based fully onsite in Whitehall, Ohio. Core business hours are from 8:00 am - 5:00 pm Mon - Friday.Primary ResponsibilitiesAdministrative & Operational SupportProvide comprehensive administrative and operational support to ensure smooth, efficient, and professional daily site operations in a fast‑paced manufacturing environmentServe as a trusted administrative partner to site leadership, demonstrating strong executive presence, professionalism, and sound judgment, and supporting C‑suite interactions during site visits and through coordination with international administrative partnersCommunicate confidently and professionally with site leaders, managers, employees, visitors, vendors, and external partners in person, by phone, email, and videoPrepare, distribute, and track meeting agendas, materials, minutes, and follow‑up actions while maintaining strict confidentiality of sensitive informationScheduling, Meetings & CoordinationManage complex scheduling and calendar coordination for site leadership, proactively resolving conflicts and prioritizing operational needsCoordinate leadership meetings, site visits, and cross‑functional discussions, ensuring logistics, materials, and follow‑through are completed accurately and on timeAct as a liaison between site leadership and internal teams to support clear communication and timely executionTravel, Visitor & Event SupportCoordinate domestic and international travel arrangements, including itineraries, lodging, ground transportation, and policy compliance; manage changes as neededSupport onsite leadership visits and executive engagements by coordinating visitor access, security requirements, meeting space, and hospitalityPlan and support meetings, trainings, and events, including catering, room setup, materials, and headcount coordinationData Management, Analysis & ReportingPerform accurate data entry, transcription, and record maintenance across systems and spreadsheets, ensuring data integrity and confidentialityFollow up with internal and external stakeholders to obtain required or time‑sensitive informationAnalyze administrative or operational data and prepare clear, professional PowerPoint presentations and summaries for leadership review based on requirementsMaintain organized and secure digital and physical filing systems; conduct quality checks to ensure accuracy and completenessExpense, Invoice & Vendor SupportPrepare, process, and reconcile expense reports and vendor invoices with accuracy and discretionVerify purchase orders, receipts, and related financial documentation; escalate discrepancies appropriatelyWorkflow, Judgment & CompliancePrioritize multiple tasks and manage work through the full task lifecycle while consistently meeting deadlinesApply sound judgment when handling confidential matters and resolving routine issues; escalate risks or concerns as appropriateAdhere to company policies and procedures and support a respectful, inclusive, and professional multi‑cultural work environmentPerform other duties as assigned to support evolving business needsWorking ConditionsFully onsite role in a professional office environment with up to 24/6 operations; overtime may be requiredBusiness casual and/or professional attire requiredMinimum QualificationsEducation and ExperienceHigh school diploma or equivalent required1–2 years of administrative support experience in a professional environment preferred; relevant education or training may substitute for experienceTechnical and Administrative SkillsProficient in Microsoft Office (Word, Excel, PowerPoint) with strong keyboarding and typing skills; ability to quickly learn other administrative software and office technologyExperience with data entry, transcription, document organization, scheduling/calendar management, expense reporting, and invoice processingComfortable utilizing approved AI‑enabled tools and technologies to support administrative tasks such as data organization, document preparation, communication drafting, and reporting. Demonstrated interest in identifying opportunities to responsibly use AI to streamline processes, improve efficiency, and reduce manual work, while maintaining accuracy, confidentiality, and compliance with company policiesProfessional CompetenciesAbility to handle confidential and sensitive information with discretion and professionalismStrong organizational skills with high attention to detail, accuracy, and the ability to multitask and meet deadlinesExcellent verbal and written communication, customer service, and interpersonal skillsSound judgment, problem-solving skills, and understanding of when to escalate issuesWork Style and AttributesSelf-motivated, adaptable, and able to manage changing priorities in a fast-paced environmentCalm and professional under tight deadlinesAbility to work independently as well as collaboratively within a teamPositive attitude and commitment to timely, high-quality workPhysical RequirementsThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.This position requires the ability to remain in a stationary position (sitting or standing) for extended periods while performing computer based tasksThe employee must be able to operate a computer and other office equipment, including keyboards, phones, and printersThe employee must be able to communicate effectively in person, via phone, and in written communicationThe employee must be able to move within the office to access files, attend meetings, and interact with colleaguesThe employee may occasionally be required to lift and move items up to approximately 10–15 pounds (e.g., office supplies or documents)The role requires visual acuity to view a computer screen and read documents with or without corrective lensesThe employee must be able to work in a food manufacturing environment where pork products, alcohol, gluten, dairy, and common allergens—including tree nuts and peanuts—are present. Core CompetenciesDrive High Performance: Establish clear accountability for outcomes. Stays focused and disciplined in planning and execution. Takes initiatives to overcome challenges. Celebrates wins and acts with urgency to keep momentumCollaborate: Works as One Team. Builds relationships and makes commitments to others and follows through. An active listener who understands and communicates openly while engaging in healthy debate. Supports and execute decisions when they are madeInnovate: Challenge the status quo by pro-actively identifying opportunities to make things better. Encourages team to share best practices, be creative and try new things. Experiments, incorporates learning and adjusts as needed. Acts with speed and agility while accepting and learning from failureCan-Do Attitude: Has a pragmatic view on reality while understanding the challenges and perspectives across the organization. Pro-actively and easily connects with the customers, factories and the different stakeholders. Acts like an owner by providing ready-to-go solutionsIndependent: Ability to work independently while proactively updating the Senior Management team about challenges, opportunities and progress. . Learning Agility & Knowledge Retention: Demonstrates the ability to absorb and retain new information effectively. Documents key processes and applies prior training. Takes ownership of personal learning and builds independence over timeInformation Seeking: Actively researches and verifies information to ensure accuracy and completeness. Digs to resolve discrepancies; seeks out relevant perspectives from internal and external sources to make well-informed, data-driven decisionsFlexibility: Adapts efficiently to changing priorities, environments, and stakeholders. Maintains effectiveness when working with various teams, personalities, or shifting demands. Adjusts communication and working style to fit the context while staying focused on objectivesSelf-confidence: Willing to take on a new challenge or assignment displaying confidence and enthusiasm; emphasizes the positive and upside aspects of difficult situations – every situation provides an opportunity for learningPowered by JazzHRamtheHIqSt