Administrative Assistant

We are seeking a warm, friendly, highly-organized Administrative Assistant to serve as a vital connection point for our customers, visitors, and internal team. This role keeps our values and culture front and center in every interaction, delivering service with empathy, professionalism, and a “here to help” spirit.

JOB DUTIES AND RESPONSIBILITIES:

• Be the first voice of the company—answering all incoming calls with urgency and care via a multi-line phone system.
• Greet and assist visitors while maintaining a clean and welcoming reception area.
• Serve as an internal “go-to” for general questions and support across departments
• Coordinate mail handling, office supply inventory, and onboarding kits for new hires.
• Support internal meetings and events, including catering coordination and onsite logistics.
• Manage contact lists, company records, and employee recognition programs.
• Maintain organized digital and paper files, ensuring easy access and accuracy.
• Provide communication support for employee life events and internal newsletters.
• Help manage the company’s fleet accounts, printer/copier needs, and general office operations.
• Handle sensitive information with a high level of discretion and confidentiality.
• Jump in with a helpful hand wherever needed to keep the office running smoothly.

EDUCATION AND EXPERIENCE:

• High school diploma or GED required; 5+ years of administrative experience strongly preferred.
• Tech-savvy, with proficiency in Microsoft Office and the ability to learn new tools quickly

KNOWLEDGE, SKILLS AND ABILITIES:

• Friendly, team-oriented attitude with a joyful and professional demeanor.
• Exceptional communication, organizational, and multi-tasking skills.
• Proactive problem-solving and ability to stay calm under pressure.
• Discretion, integrity, and sound judgment when handling confidential information.

JOB COMPETENCIES:

Attention to Detail: Follows established guidelines and procedures to ensure accuracy; gets work right despite pressing deadlines; concentrates on routine work details and organizes and maintains a system of records; is alert and aware of surroundings and carefully monitors technical equipment or processes.

Commitment to Task: Demonstrates dependability and shows a sense of urgency about getting results; willing to commit the hours it takes to get the job completed; takes responsibility for actions and achieves results; overcomes obstacles.

Communication Skills: Presents ideas, concepts, and information effectively and clearly through the spoken and written word; actively listens; communicates comfortably with various audiences; responds effectively to questions; prepares clear, concise, and effective written communications; displays strong grammatical, spelling, composition, and proof-reading skills.

Customer Focused: Commits to meeting the needs and expectations of the organization’s internal and external customers; delivers a high level of customer service; searches continually for ways to increase employee and customer satisfaction (i.e., customer feedback).

Flexibility: Adapts and changes course of action when appropriate; effectively transitions from task to task; deals well with unresolved situations, frequent change, delays, or unexpected events; maintains objectives amidst shifting priorities.

Initiative: Takes action proactively; addresses issues or opportunities without supervision; focuses on desired results and accomplishments; demonstrates clear purpose, enthusiasm, and a “can-do” attitude.

Execution: Manages multiple projects and effectively prioritizes tasks, responsibilities, and goals; uses goals to guide actions and creates detailed action plans; organizes and schedules people and tasks; utilizes resources effectively to meet goals.

Relationship Management: Initiates and develops relationships with others; demonstrates credibility; confronts conflict quickly and professionally; inspires confidence in others.

Teamwork: Works cooperatively with others to accomplish business goals and objectives; asks others for their ideas and opinions; supports team’s decisions; contributes to the team’s efforts.