Administrative Assistant

Job Title: Administrative Assistant
Reports To: Business Manager
Employment Type: Full-Time

Job Summary

The Administrative Assistant provides essential support to the Business Manager and various departments by coordinating administrative tasks, managing front-office operations, assisting with publications, and contributing to advertising and publicity activities. This position plays a key role in maintaining the efficiency of office operations while supporting the organization’s overall mission.

Duties and Responsibilities

• Front-Office/Reception: Answer phone calls, greet visitors, coordinate visits and tours.
• Travel Coordination: Arrange travel for ICIA staff, including booking flights, accommodations, and transportation.
• Publications Preparation: Assist in coordinating, creating, and distributing various publications.
• Meeting Coordination: Schedule and prepare materials for meetings.
• Advertising and Publicity Support: Collaborate with management to plan and execute advertising and publicity activities.
• Website Maintenance: Assist with website development, updates, and modifications.
• Laboratory Testing Support: Perform specific test methods and evaluate results as trained and authorized.
• Quality Management System (QMS): Demonstrate commitment to QMS and assist the Quality Manager in its implementation.
• Technical Assistance: Provide support to technical directors in developing, validating, and implementing new testing procedures.
• Organizational Improvement: Actively contribute to improving the organization and advancing Illinois agriculture.
• Client Communication: Report opinions and interpretations to clients and industry professionals as appropriate.

Knowledge, Skills, and Abilities

• Strong verbal and written communication skills in English.
• Proficiency in modern business communication tools, including computers and office software.
• Ability to manage multiple tasks efficiently in a fast-paced environment.
• Conflict resolution and problem-solving skills.
• Familiarity with the Quality Management System.
• Knowledge of telephone systems for answering and forwarding calls.
• Understanding of laboratory test procedures and pricing structures.
• Proficiency in keyboarding and file organization for software applications.
• Knowledge of design, graphics, typography, and pre-press principles for print and digital media.
• Experience with web design, navigation, graphics, and site maintenance.
• Familiarity with network file structures for data storage.
• Willingness to learn programs related to website maintenance, customer relations management, and accounting systems.
• Experience with word processing, spreadsheets, and email programs.
• Strong organizational skills for meeting and travel planning.

Qualifications

• High School Diploma required.
• Minimum of two years of related administrative experience.

Conditions of Employment

• Full-time
• Must be willing to work beyond standard 40-hour weeks, including some evenings and weekends, as necessary.
• May require travel.
• Must sign and comply with the employee handbook and confidentiality agreement.

Working Conditions & Physical Demands

• Regular use of computers, telephones, and office equipment.
• Filing, keyboarding, and general office activities.
• Mobility required for customer visits, meetings, and movement within the facility.
• Must possess a valid driver’s license.

Additional Information

This job description outlines the general responsibilities and expectations for the role but is not an exhaustive list of all duties. Responsibilities may evolve based on organizational needs.

Job Type: Full-time

Pay: $20.00 - $25.00 per hour

Expected hours: No less than 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Work Location: In person

Salary : $20 - $25