Description
Are you great at Excel? An Excel Ninja, perhaps? Are you intelligent and love to work in a fast-paced environment where your commitment to hard work is rewarding and appreciated? We are looking for a purpose-driven person who wants to be part of a true TEAM. If this describes you, please keep reading.
Our ideal candidate should have experience working as a dedicated Administrative Assistant. They should be professional in nature and appearance and remain tactful in tense situations. They would also have either an associate degree or 2 years of comparable work experience because verbal and written communication is paramount.
Some days will be easy, and some may be challenging; because as a great Assistant, it is sometimes about making coffee, answering emails, and working on Excel spreadsheets, and sometimes it's jumping from meeting to meeting, taking diligent minutes documenting important and often confidential decisions. You will often be roaming the office with a notepad, getting data and tasks from whomever it is that might need your help at that time. You will spend time answering phones, filing, managing emails, working with spreadsheets, and taking notes. It is also about helping the team stay organized and managing jam-packed calendars.
In this position, there are opportunities for advancement. So look no further if your goal is to advance in a position that comes with respect and gratitude.
Responsibilities
We expect you to communicate professionally and appropriately, verbally and in writing, yet can be casual with colleagues. You must fit into our company culture and unyielding Core Values.
We want you to understand and leverage your strengths, but also be mindful of your weaknesses. We don't look for perfection; we look for people with personal awareness. Many think they have it, but few do. If you agree, we are on track; so let's head to some more details...
Knowledge of how a company runs, especially from an Operations and Logistics standpoint will be very beneficial and is preferred. Experience or at least an understanding of workflows and process integration is also preferred. We also want to ensure you are confident and exceptionally versed in computer usage. You must be an expert in Microsoft 365, Outlook, Word, PowerPoint, and especially Excel. We need someone who knows Excel backward and forward; inside and out. Computer competence is a core skill of this role.
Would prior managers or co-workers describe you as innovative, positive, energetic, dedicated, prompt, and sincerely wanting to serve the team? Are you a hard worker? Are you the type of person to do whatever it takes? Do you own your mistakes and learn from them? Your work schedule is generally fixed, but you may need to remain somewhat flexible to fit the needs of the Team you serve. There may be an occasional email or phone call after hours or on weekends to strategize or review the upcoming week; however, a work-life balance is essential and encouraged.
•Assist a large team, filling in where you're needed.
•Take initiative in your job and daily tasks. Never wait to be told what to do.
•Be a team player where the success of the team is the goal.
•Perform basic office tasks, such as data entry, answering phones, taking messages, maintaining, and updating filing and calendars.
•Keeping busy Managers, Directors, and Executives informed on all tasks and deadlines.
•Updating Managers, Directors, and Executives while out of office on essential items and activities to prevent blindsiding.
•Document diligent minutes in meetings.
Qualifications
•Experience in administrative support, reception, and accurate note-taking.
•Computer literacy is required.
•Knowledge of Company Operations and Logistics is preferred.
•English grammar proficiency is required.
•Attention to detail is required.
•Expert in task management.
•Extremely Organized.
•Managing priorities and working with autonomy to meet deadlines and results.
•Able to use discretion and keep things private.
•Dedicated, focused, and flexible with constantly shifting priorities.
•Interact with team members, professional consultants, customers, and suppliers.
•Comfortable making decisions "on the fly".
•Support staff with managing electronic and paper communications, including drafting letters and emails as required.
•Occasionally organizing offices and desks for staff.
•Organizing internal and external meetings.
•Assisting in preparing agendas for meetings and taking meeting minutes.
•Occasionally organizing and coordinating events, functions, training, and restaurant bookings.
•Ask greater questions because clarity and good judgment are a must.
•Regularly tour the production floor with the Team to get to know the staff.