What are the responsibilities and job description for the Administrative Assistant position at Mertz Integration Llc?
Administrative Assistant
Job Description
Department: Administration
Job Status: Full Time
FLSA Status: Hourly
Reports To: CEO/CFO
Location: Ponca City, OK
Amount of Travel Required: N/A
Work Schedule: Monday thru Friday (8:00 a.m. to 5 p.m.)
Positions Supervised: N/A
POSITION SUMMARY: The Executive Assistant performs administrative duties for executive management, with priority on the President/CEO and Vice President/CFO. Responsibilities will include screening calls; managing calendars; making travel, meeting and event arrangements; preparing reports and financial data; and customer relations. Requires strong computer and Internet research skills, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, outside clients and vendors. Sensitivity to confidential matters is required.
ESSENTIAL FUNCTIONS: (The following duties and responsibilities are all essential job functions, as defined by the ADA, except for those that begin with the word "may.")
- Answers CEO's telephone and dispositions calls and messages based on priority to the CEO, ensures calls are returned by the COB or handled directly by the Executive Assistant.
- Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
- Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
- Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
- Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
- Maintains customer confidence and protects operations by keeping information confidential.
- Prepares reports by collecting and analyzing information.
- Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
- Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies.
- Contributes to team effort by accomplishing related results as needed.
- Assists CFO in recording Board of Directors meeting minutes and producing other materials as requested.
- Manages and stocks the CEO/CFO refreshment bar and provides minimal housekeeping to CEO/CFO offices.
- Coordinates production of monthly employee newsletter.
- Reviews financial reports for errors and produces monthly financial summary from data supplied by accounting.
- Prepares weekly sales forecast for review each Friday by the management team.
- Supports other managers with administrative needs, including travel arrangements, as needed.
- Other duties and responsibilities as may be assigned by the CEO or CFO.
POSITION REQUIREMENTS
- Successfully passes background check, preemployment drug screening, an any preemployment aptitude and/or competency assessment(s).
- In person, predictable attendance
EDUCATION/EXPERIENCE LEVEL
- High School Diploma or GED equivalent certificate
QUALIFICATIONS, SKILLS, COMPETENCIES, AND ABILITIES
- Microsoft Office (Word, Excel, PowerPoint, Publisher, Outlook)
- Telephone Etiquette
- Basic Financial Reports
- Writing Skills
- Reporting Skills
- Supply Management
- Scheduling
- Organization
- Time Management
- Presentation Skills
- Equipment Maintenance
- Travel Logistics
- Verbal Communication
PHYSICAL REQUIREMENTS/WORK ENVIRONMENT
The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Daily required to walk, sit, climb, bend, reach and squat/kneel. Work environment includes exposure to hazardous materials, operating conditions, and audio up to 85 db. Given these conditions employees are required to wear company mandated and issued personal protective equipment (PPE) and must strictly adhere to all safety policies. The Executive Assistant must be able to lift 49 lbs. independently.
Work hours may include or includes early morning, late evenings, and weekends, depending on business necessity.
AAP /EEO STATEMENT
The Company is committed to the cause of equal employment opportunity for all employees and applicants, thus abiding by all applicable state and federal laws. Our practices regarding employment, job promotion, compensation, training, and termination do not discriminate on the basis of race, color, religious creed, age, sex, national origin, veteran's status, disability, pregnancy, genetic information, or any other legally protected status. It is expected that all employees, both management and staff, will fully support these nondiscriminatory policies.
The company has reviewed this job description to ensure essential functions and duties have been included. It is not intended to be an exhaustive list of all functions, responsibilities, skills, and abilities.
Last Revised 04/2025
