Administrative Assistant

POSITION OVERVIEW:

The Administrative Assistant is a friendly, self-motivated, detail-oriented, critical thinker who enjoys working under many facets of responsibility, exercises good judgment in a variety of situations, has strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

JOB DUTIES:

• Greet visitors, screen incoming telephone calls, take and deliver accurate messages
• Maintain the appearance and cleanliness of the front desk, lobby, and conference rooms
• Maintains, organizes, and orders supplies for company use
• Maintain facility relationships with vendors, including cleaners, building superintendents, and vending
• Office duties include emailing, scanning, copying, filing, etc.
• Maintain professional and responsive communication with internal staff
• Schedule, coordinate, set up, and break down routine and complex meetings, lunches, and coffee
• Provide advanced support reporting directly to the Marketing Operations Manager
• Assist in planning monthly employee engagement activities
• Assist in the planning and coordination of travel, tradeshows, and other events, including but not limited to reserving travel, staging, packing, and loading and unloading tradeshow materials in the warehouse
• Handle confidential information pertaining, but not limited to, licensing and supplier agreements
• Coordinate new Sales Representative training
• Manage expense reports, including reviewing, approving, and processing
• Assign and set up all new customer accounts, as well as daily ongoing maintenance of existing accounts
• Update and maintain the Sales Representative Directory
• Coordinate and maintain travel for the CEO
• Assist in maintaining the CEO’s calendar, ensuring all travel, meetings, appointments, and commitments are scheduled, updated, and communicated clearly
• Provide occasional support to other management team members, sales representatives, and office staff
• All other duties as assigned

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

• High school diploma or GED or relevant experience
• 3+ years of training or experience in customer service or administrative duties
• Certified Administrative Professional certification a plus
• Proficient in multiple technical competencies relevant to the job (Microsoft Office, Excel, Word, Adobe)
• Ability to work independently, take initiative, and problem-solve under pressure
• Strong time management skills with the ability to handle multiple projects and meet multiple deadlines
• Must have excellent verbal and written communication skills
• Able to interact with people of all levels in a confident, professional manner

PHYSICAL ENVIRONMENT & REQUIREMENTS:

• Climate-controlled office environment
• Continuously requires vision, hearing, twisting, and talking
• Frequently requires sitting, standing, fine dexterity, and handling
• Occasionally requires walking, lifting (up to 30lbs), carrying, reaching, kneeling, pushing/pulling, bending, and crouching
• Rarely requires climbing