What are the responsibilities and job description for the Administrative Assistant position at Eagle Distributing Inc?
About the Role:
The Administrative Assistant plays a crucial role in ensuring the smooth operation of our office by providing comprehensive administrative support to the team. This position is responsible for managing schedules, coordinating meetings, and handling travel arrangements, which are essential for maintaining productivity and efficiency. The Administrative Assistant will also be tasked with maintaining accurate records and managing office supplies, contributing to a well-organized work environment. By effectively managing communications and facilitating information flow, this role supports the overall goals of the organization. Ultimately, the Administrative Assistant is key to fostering a collaborative and efficient workplace, enabling team members to focus on their core responsibilities.
Minimum Qualifications:
- High school diploma or equivalent.
- Proven experience as an administrative assistant or in a similar role.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Preferred Qualifications:
- Associate's degree in business administration or a related field.
- Experience with office management software and tools.
- Familiarity with basic accounting principles.
Responsibilities:
- Manage and maintain calendars for team members, scheduling appointments and meetings as necessary.
- Coordinate travel arrangements, including booking flights, accommodations, and transportation.
- Answer and direct multi-line phone calls, ensuring effective communication within the office and with external stakeholders.
- Organize and arrange meetings, including preparing agendas, taking minutes, and following up on action items.
- Maintain accurate records and filing systems, ensuring that all documents are easily accessible and up-to-date.
- Maintaining conference rooms for customer visits and meeting areas
- Greeting guests and suppliers
- Working with the compliance department to issue communications to the company.
Skills:
The required skills for this position, such as general administrative abilities and calendar management, are utilized daily to ensure that the office runs smoothly and efficiently. The Administrative Assistant will leverage their clerical skills to maintain organized records and facilitate effective communication among team members. Proficiency in managing travel arrangements is essential for coordinating logistics that support team members' schedules. Additionally, the ability to handle multi-line phone systems is crucial for managing incoming calls and directing them appropriately. Overall, these skills contribute to a productive work environment, allowing the team to focus on their primary objectives.
