Administrative Assistant

Why you will love working at Maola:

• Owned by a cooperative of family farmers who are passionate about cultivating sustainable dairy goodness and bottling fresh Maola brand milk and dairy products.
• 100 years of dedicated stability and growth across 11 states.
• Competitive pay, Medical, Dental, Vision, 401(k), Life Insurance, Time Off Provisions, and more, available no later than one month after hire.
• Our employees are an integral part of who we are — what you do and what you think matters.

SUMMARY

Work as a team member to provide a full range of administrative support for both Senior Managers and Office team.  Duties require accuracy, a high degree of initiative, exceptional organizational skills, discretion, and teamwork.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.  Other duties may be assigned as needed:

• Prepare cooperative mailings, copying, folding and mailing materials from the office with the support of the Administrative Department.
• Cover the phones daily for receptionist breaks and forward messages and calls to the correct department.
• Travel coordination.
• Event planning, including:
  • Building registration trackers.
  • Coordinate location/venues/hotels/travel/catering.
  • Manage registration process on-site.
• Create and maintain various spreadsheets using Excel to track and/or update information.
• Collect, review, and distribute mail, faxes, etc., as appropriate.
• May handle highly sensitive and business proprietary information and confidential documents.
• Collaborate with Administration Team for monthly employee appreciation days, office supply management and organization.
• Maintain Outlook electronic calendar for events.
• Provide excellent level of customer service within and outside of the organization.
• As reporting to the Executive Assistant, you will provide some assistance with items as directed.
• Help coordinate and organize member and staff meetings (on and off site), ; arrange for conference rooms, equipment, and catering.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE  

• High school diploma or GED.
• Must have a minimum of two years of office administrative experience, obtained within the past 5 years
• At least six months of travel coordination experience

 OTHER SKILLS AND ABILITIES

• Must be dependable, present a professional appearance, and communicate effectively.
• Excellent phone skills (will handle up to four phone lines).
• Must be able to demonstrate intermediate proficiency using Microsoft Excel, Word, Outlook, and PowerPoint.
• Self-motivated, ability to work independently with minimal direction.
• Must be able to work effectively in an extremely fast paced, high energy environment.
• Must be flexible and willing to take on unexpected and/or unanticipated assignments as needed. 
• Minimal supervision provided; considerable individual judgement and initiative required.
• Ability to maintain confidentiality.
• Must have excellent communication skills, including written and verbal communication skills, including spelling, grammar, and punctuation.
• Must be able to independently anticipate problems, changing priorities, and alert management in a timely manner.
• Must be proficient in event planning and/or meeting planning skills.
• Must have excellent active listening skills.
• Must be willing to take on new challenges and maintain a positive working relationship with a variety of staff members, company clients, and other visitors to the business.

CERTIFICATES, LICENSES, REGISTRATIONS  

Driver's license (required)

PHYSICAL DEMANDS 

The 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 the essential functions.

The individual will be required to stand, walk, sit, use hands to finger, handle or feel; reach with hands and arms, talk and hear; stoop, kneel/and or crouch in the daily performance of the job.  Specific vision abilities required by this job include close and distance vision, color vision, peripheral vision, and depth perception. The employee must occasionally lift and/or move up to 25 pounds.

WORK ENVIRONMENT 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The individual would encounter normal office environmental conditions.

The noise level for the work environment would be considered in the moderate range (example:  computers, printers, light traffic).

Maola Local Dairies, owned by the farmers of Maryland & Virginia Milk Producers Cooperative Association (MDVA), sustainably produces a full suite of nutritious dairy products through our network of six dairy processing plants. With a keen eye on quality, freshness, and love for the environment, Maola delivers dairy products that are both nutritious and sustainable to our local communities. For more information about Maola, please visit www.maolamilk.com.