Administrative Assistant (Bilingual)

Administrative Long Island City, New York



POSITION: Administrative Assistant

DEPARTMENT: Plant Administration

REPORTS TO:  Manager, Human Resources and Plant Administration


Position Summary:

The Administrative Assistant is responsible for providing administrative support to plant management and for the execution of confidential, complex and sensitive matters. The Plant Admin models and acts in accordance with our guiding operational principles.


Recipe for Success- 


  • Responsible for the coordination and maintenance of department and individual calendar management; inclusive of scheduling, updating and communication (phone coverage, email, etc.)
  • Coordinates and schedules meetings, training events, conferences and appointments such as Quarterly Focus Groups
  • Attends to employee's issues and concerns; escalate to appropriate parties i.e. employee relations
  • Files paperwork and maintains filing system
  • Manages information; organizes and maintains electronic files, ensures files are updated and maintained on a weekly basis
  • Reconciles payroll hours, trouble shoots payroll issues and escalates issues when necessary to the payroll department
  • Distributes schedules and escalates issues with employee schedules to leadership
  • Distributes and sort according to cost  center weekly paychecks
  • Prepares all HR corrective action documentation for review and leadership approval
  • Translates meeting notes and or plant communication for distribution
  • Distributes employee communications to our FD Associates; must be able to answer questions regarding communications and escalate issues to plant leadership
  • Supports monthly initiatives such as the holiday giveaways, summer barbeques, company picnic etc.
  • Able to translate one-on-one conversations and town hall style meetings
  • Updates department communication boards weekly
  • Conduct weekly employee focus audits (cafeteria, lockers and start-up meetings)
  • Creates all written documentation for supervisors/managers as needed, including, but not limited to, Corrective Actions, Internal Transfers, Separation of Employment, etc.
  • Support Learning & Development Team by scheduling training, posting communications, and auditing attendance to ensure compliance
  • Assist Human Resources Team by scheduling/ coordinating various training and events, such as, but not limited to; FD Culture, 30 Day Chats, Benefits Orientation, and Fresh Focus
  • Perform various special projects as needed
  • Supports multiple departments of headcount under 250 ee's.



Key ingredients –

  • Minimum of two (2) year administrative assistant experience
  • Experience with payroll and or time keeping administration desirable but not required
  • Computer skill (Microsoft office, internet and basic employee time management systems experience)


Add dash of –


  • Ability to communicate well both in writing and orally in English and Spanish a must
  • Knowledge of MS Excel, Word and Outlook
  • Must be able to work an early shift or night shift and possibly weekends
  • Willingness to work in a cold environment (will be required to enter facility that is 38 degrees)
  • High level of professionalism and confidentiality





WARNING: Our food is processed in a facility that does not contain people who are toxic, rude, disrespectful, arrogant, egotistical, self-promoting, inconsiderate, or mean-spirited.



About FreshDirect:

FreshDirect is a food tech company and the Northeast's leading online fresh food grocer, delivering directly to customers throughout seven states, including the New York City and Philadelphia metropolitan areas, and the greater D.C. metropolitan area. FreshDirect is committed to sourcing the freshest and best-tasting meat, fish, produce, and specialty items through direct relationships with suppliers, growers, and farmers. In 2016, FreshDirect expanded its portfolio in NYC with the launch of FoodKick, an on-demand business that caters to the needs of urban dwellers with a curated selection of fresh food, alcohol, and essentials—all delivered within an hour. Launched in 2002, FreshDirect is a privately held company headquartered in Long Island City, NY. For more information, visit or


Our company aspires to be a valued corporate partner in all communities in which it serves, and works extensively with dozens of charitable and community partners.


Why choose FreshDirect?

We are an innovative Food Technology company offering an environment where you can grow a career and feed your future and have fun while doing it! Great people deserve great benefits and we go above and beyond!


Wait, there’s more! Check out our #workperks:

Working here is pretty much as cool as you’d imagine - lots of food, lots of energy, and a whole lot of happy hours.

  • Flexible and generous PTO plan
  • 20% discount on FreshDirect and FoodKick plus an employee at-cost food program (FD Market)
  • Thirsty Thursdays, book club, monthly birthday breakfasts, and other happy hours
  • Wellness programs like weekly meditation, yoga, and Zumba, and monthly manicures and massages
  • Monthly Lunch & Learns covering things like “The Very Best Cheese and Wine”
  • We have a 24-hour shuttle service that runs back and forth to the subway
  • We offer up to $5000 per hire as a referral bonus
  • Summer barbecues and and annual company picnic for friends and family


Click to explore careers and life @ FreshDirect -


Learn more @FreshDirect on Twitter, Instagram, Facebook, YouTube! 


Disclaimer: The above statements are intended to describe the general nature and level of work being performed by the Team member(s) assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of individuals in this position. Position Descriptions may be subject to change as the needs of the organization change.

As an EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER, FreshDirect does not discriminate against applicants or employees because of their race, color, citizenship status, national origin, ancestry, sex, gender, sexual orientation, age religion, creed, marital status, veteran status, domestic violence victim status, familial status, or on any other basis prohibited by law. Furthermore, FreshDirect will not discriminate against any applicant or employee because he or she is disabled, a disabled veteran, or a veteran of the Vietnam era, provided he or she is qualified and meets the requirements established by FreshDirect for the job