What are the responsibilities and job description for the Office Assistant position at JM Longyear LLC?
About the Role
As the Office Assistant, you will be primarily responsible for assisting our executive business partner and executive management while providing general office support to our Longyear corporate office staff. You will play a crucial role in ensuring the smooth operation of our front office, performing work productively and efficiently while preserving confidentiality and information security. You will act as the first point of contact for internal and external stakeholders, providing a positive office experience through excellent communication and organizational skills.
Essential Function / Duties
- Provide comprehensive administrative support to the executive business partner and executive management, such as:
- Scheduling meetings
- Preparing meeting materials
- Coordinating travel arrangements
- Event logistics planning
- Mass mailings
- Maintain accurate shareholder database and records,
- Project execution
- Facilitate the completion of various projects and tasks on a daily, weekly, monthly, quarterly, or annual basis as outlined in the annual corporate calendar
- Greet visitors at the front desk, answer phones and incoming correspondence
- Process incoming mail and packages prepare outgoing mail and packages
- Assist the accounting department with various administrative/general accounting tasks
- Purchase and maintain office supplies and run errands as needed
- Open and close front office
- Maintain a clean front office lobby area and conference rooms
- Assist with internal Intranet Site content generation and maintenance
- Filing, scanning, copying, faxing, and printing documents for administrative purposes
- Maintain confidential and sensitive information with utmost discretion
- Document office standard operating procedures/process workflows for Office Associate Position
- Misc. other duties as requested.
*This is not an exhaustive list of duties or functions and may not necessarily comprise all of the essential functions
Work Schedule / Supervision
Position: Full-time: 40 hours per week; M-F; Rare nights/weekends
Position Status: Non-exempt Status with compensation; without notice
Recommended Education / Experience
Education: High School Diploma or equivalent
Experience: 3 years proven experience in an administrative role. Strong organizational skills with ability to manage multiple tasks simultaneously. Excellent written and verbal communication skills. Computer Savvy. Proficient in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, SharePoint). Accounting experience helpful.
Expected Behaviors/Qualities: Positive and eager to learn. Ability to work independently and as part of a team. Demonstrates strong problem-solving skills and attention to detail. Adaptability and willingness to learn new skills.
Work Environment
This job operates in an office environment and routinely uses standard office equipment such as computers, printers/copiers/scanners, phones, postage meters, etc.
Other
no record of criminal convictions which may be deemed to disqualify the person from employment (consideration of nature of the crime, date of conviction and final disposition will be determinative); valid Michigan driver’s license; reliable transportation.
About Longyear
Longyear is a privately held entrepreneurial asset management company based in Michigan's Upper Peninsula. We have a 150-year track record for embracing opportunity and growing long-term value. Over several generations, we have grown our natural resource enterprise into a powerful family of companies that deliver a steady supply of high-quality products that benefit consumers, businesses, and communities. Our companies include Northern Hardwoods, Able Medical Devices, JML Forestry and Forestville.
Today we continue to support growth and prosperity in our businesses and across our region, with more than 200 employees, hundreds of contractors, and continued long-term investment in companies that prioritize people and the environment.
