About this role
The Administrative Assistant provides day-to-day administrative and office support to ensure efficient operations and a professional, welcoming workplace. This position serves as a key point of contact for employees, customers, vendors, and visitors while supporting office operations, leadership meetings, travel, customer visits, company events, shipping, and special projects.
What You'll Be Doing:
Administrative & Front Office Support
- Provide general administrative support to ensure efficient day-to-day office operations.
- Serve as a primary point of contact for employees, customers, vendors, and visitors.
Answer and direct incoming phone calls.
- Greet and assist visitors and customers.
- Receive and sign for incoming packages.
- Respond to general questions and direct requests to the appropriate person or department.
- Prepare and maintain documents, spreadsheets, presentations, and other communications using Microsoft Word, Excel, PowerPoint, BriteSign, and other applicable systems.
- Maintain a professional, organized, and visitor-ready front office and workspace.
- Provide administrative and customer service support to employees throughout the organization.
Mail, Supplies & Office Operations
- Process and distribute incoming mail and coordinate interoffice mail between Crocker Avenue locations.
- Review and distribute mail for remote employees on a monthly basis.
- Maintain office supply inventory and place orders as needed.
- Maintain Kanban inventory and replenish supplies as required.
- Maintain coffee, beverage, and kitchenette supplies.
Restock employee kitchenette supplies.
- Maintain beverages in conference rooms and the mailroom.
- Maintain coffee inventory and collect associated funds.
- Order employee work shirts as needed.
- Coordinate office maintenance requests, office equipment service, catering, and general office presentation standards.
Meetings & Leadership Support
- Prepare conference rooms for meetings, customer visits, and executive visitors, ensuring rooms, technology, refreshments, and presentation materials are ready.
- Coordinate leadership meetings and provide administrative support, including:
Preparing and distributing agendas and meeting materials.
- Coordinating presentation materials and meeting-room technology.
- Supporting executive visitors and meeting logistics.
- Assist with corporate travel arrangements as needed.
Customer, Sales & Shipping Support
- Package and ship outbound domestic customer shipments.
- Support customer visits, meetings, and plant tours.
Prepare customer visit materials.
- Coordinate product literature and sample requests.
- Assist with meeting and tour logistics.
- Prepare and coordinate materials for trade shows in partnership with the Sales team.
- Coordinate annual customer holiday mailings and work with Branding to select annual cards and related materials.
Company Meetings, Events & Employee Activities
- Assist with planning and coordination of company events and employee activities, including:
Annual company meetings.
- All Employee Meetings.
- Company parties.
- Employee recognition events.
- Plant celebrations.
- Employee appreciation activities.
- Serve as an active member of the company Events Committee.
- Coordinate logistics, materials, catering, room setup, and other event needs.
- Manage and organize special projects and events as assigned.
Financial & Administrative Records
- Reconcile month-end administrative credit card expenses and maintain supporting documentation.
- Manage and reconcile petty cash.
Continuous Improvement & General Support
- Identify opportunities to improve administrative processes, office organization, and workflow efficiency.
- Work an adjusted schedule when necessary to support meetings, visitors, and company events.
- Perform other related duties and special projects as assigned.
What You Need to Succeed:
- Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines.
- Excellent written and verbal communication skills.
- Strong attention to detail and accuracy.
- Professional, approachable, and customer-service focused when interacting with employees, customers, vendors, and visitors.
- Proficient in Microsoft Word, Excel, PowerPoint, Outlook, and Teams.
- Ability to prepare professional correspondence, spreadsheets, presentations, agendas, and other business materials.
- Ability to work independently, take initiative, anticipate needs, and follow through on assignments.
- Strong problem-solving skills with the ability to identify opportunities to improve administrative processes and office efficiency.
- Ability to coordinate meetings, events, travel, customer visits, and multiple schedules and priorities.
- Ability to handle confidential and sensitive information with discretion.
- Ability to work effectively with employees and leaders at all levels of the organization.
- Ability to adapt to changing priorities and work an adjusted schedule when needed to support meetings, visitors, and company events.
- Valid driver's license and ability to travel locally between company locations as needed.
Required
- High school diploma or equivalent.
- Minimum of 2 years of administrative, office support, customer service, or related professional experience.
- Experience using Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and Teams.
Preferred
- Associate degree in Business Administration, Office Administration, or a related field.
- 3+ years of administrative or office coordination experience.
- Experience in a corporate, manufacturing, or similar business environment.
- Experience supporting leadership meetings, customer visits, corporate events, or executive-level activities.
- Experience coordinating travel, catering, shipping, office supplies, and other administrative functions.
- Experience with expense reconciliation, company credit cards, or petty cash.
- Experience with BriteSign or similar digital signage systems.
While performing the duties of this job, the employee is frequently required to sit, talk and/or hear, and/or use hands to finger, handle, or touch objects, tools, or controls. The employee is occasionally required to stand, and/or walk. The employee must occasionally lift and/or move up to 15 pounds while moving files or manuals. Specific vision abilities required by this job include close vision and ability to adjust focus. Must follow facilities safety policies. While performing the duties of this job, the employee regularly works in an office setting.
Qualifications
Why Youll Love Working Here:
Room to Grow: This position offers career advancement opportunities as you learn and grow with us.
Team-Oriented Environment: Youll work in a safety-focused, collaborative, and supportive team.
What We Offer:
Competitive Pay and Benefits: Includes health, dental, 401(k), paid time off, etc..
Job Stability: Join a company that's growing and rewards your dedication and hard work.
Training and Development: Get the tools and support you need to succeed and advance in your career.
Ready to Start Your Next Adventure?
If you're looking for a rewarding role with great pay and benefits, wed love to hear from you! Apply today and take the next step in your career with us.