What are the responsibilities and job description for the Administrative Assistant (20-30 Hours/Week) position at Ayres?
Finding the right fit:
We're looking to add a dynamic individual to our team in Waukesha! This is an ideal position for a dependable self-starter with strong communication and organizational skills, attention to detail, and ability to handle multiple tasks simultaneously. Enjoy this part-time opportunity (20-30 hours per week) that offers a flexible schedule within normal working business hours.
On any given day, you'll:
- Establish a warm and welcoming atmosphere, greet visitors, answer questions via email and phone, and communicate messages as necessary.
- Create project-related documents such as reports, graphics, spreadsheets, contracts, proposals, forms, and letters that adhere to company policy, style, and format.
- Assist with coordination of meetings and office events such as charitable events, office gatherings, and award banquets.
- Manage files, make copies, prepare and collate reports, and perform miscellaneous duties as assigned.
- Collaborate with Accounting, Marketing, Human Resources, IT, and a company-wide Administrative Assistant group on various tasks, including record keeping, report generation, and database updates.
- Work closely with office staff to provide support on project, client, and general office needs.
- Order supplies and manage office mailings and shipping.
- Make travel arrangements for staff and register them for conferences and/or outings.
- Data entry for customer relationship management (CRM) database.
- Set up workspace for new hires and interns.
- Keep the office common spaces tidy and well organized.
Required Qualifications:
- A HS diploma or equivalent.
- A minimum of three years of administrative assistant experience.
- Dependable, organized, flexible, service-minded, open to learning new things, and having the ability to multi-task.
- Ability to write, edit, and proofread written materials, which may include letters, reports, and contracts.
- Proficient in MS Suite to create and import tables, charts, and graphics.
Desired Skills and Experiences:
- Notary Public or ability to become one.
- Experience with programs such as Adobe Suite, Microsoft Publisher, and CRM systems.
- Ability to lift and carry 25-50 pounds regularly
- Understanding of the engineering industry or previous experience working for an engineering company is considered a plus.
- General financial/accounting experience is considered a plus.
