Administrative Assistant

HFI is a manufacturer of military and consumer pyrotechnic devices. We currently make devices that smoke, flare or make noise. Our products are manufactured in the Edwardsburg Cardinal area. We are a company that focuses on the process of continuous improvement through lean manufacturing concepts. HFI is on the ascent, and we are looking for a Site Administrative Assistant to help support the expansion of our business.
ROLE: Site Administrative Assistant
Member of: Project Team
Reports to: Engineering & Technical Director and Director of Innovation and R&D
Schedule: Full Time (Days); 8-hour shift; 8 am – 4:30 pm
Status: New Position
Wage: 60,000 – 72,000 salary position depending on experience
Benefits: Benefits after 3 months Defined contribution pension plan after 6 months Safety shoe reimbursement annually
Tuition reimbursement – business aligned
Key Responsibilities*:
Management & Administrative Support

Manage complex calendars, scheduling meetings, appointments, and travel arrangements (domestic and international).

•Prepare, proofread, and edit correspondence, presentations, reports, and other documentation for management review.
•Screen and prioritize incoming communications (emails, calls, and correspondence), responding or redirecting as appropriate.
•Maintain a high level of confidentiality with sensitive company and personnel information.
•Coordinate expense reports, purchase orders, and budget tracking on behalf of management.
Reporting & Data Management
•Compile site metrics, production data, and administrative reports for management review.
•Ensure accurate entry and maintenance of data in site systems (ERP, HRIS, maintenance, or quality systems

•Support audits and inspections by preparing documentation and ensuring file completeness.
Meeting & Event Coordination
•Organize and prepare materials for meetings, board sessions, and site visits.
•Record and distribute meeting minutes, ensuring follow-up on action items.
•Plan and coordinate company events, conferences, and management off sites.
•Liaise with vendors, contractors, and facility management to support event logistics and management requirements.
Project & Communication Support
•Support the execution of key business initiatives and cross-departmental projects.
•Draft management communications, announcements, and internal updates.
•Manage document control, ensuring version accuracy and alignment with corporate standards.
•Track and report progress on strategic objectives and management priorities.
Stakeholder Management
•Serve as a professional point of contact between management s, employees, clients, and partners.
•Build strong working relationships with internal departments and external stakeholders.
•Ensure the management ’s availability and priorities are communicated effectively across the organization.
Qualifications and skills:
•Bachelor’s degree in Business Administration, Communications, or a related field (preferred).
•3–5 years of experience as an Administrative Assistant or in a senior administrative support role.
•Experience supporting Senior leadership in a fast-paced corporate or manufacturing environment is highly desirable.
•Exceptional organizational and time management abilities.
•Strong written and verbal communication skills.

•High degree of professionalism, integrity, and discretion.

•Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools (Teams, Zoom, SharePoint).
•Skilled at multitasking and managing competing priorities under tight deadlines.
•Problem-solving mindset and proactive approach to anticipating management needs.
•Strong interpersonal skills with the ability to interact effectively at all organizational levels.
For assistance applying to this position or for any other job search-related needs, please get in touch with CSE in Kemptville at 613-258-6576 or in Prescott at 613-925-0222