Administrative Assistant

At Maximus Group, our vision is to be the leader in providing full stream supply chain solutions to our customers in transportation, fulfillment, procurement, and light assembly and manufacturing.

The Administrative Assistant plays a key role in supporting our daily operations and ensuring efficient administrative processes. The Administrative Assistant should have exceptional communication skills, strong multitasking abilities, and keen attention to detail to contribute to the smooth functioning of Maximus Group.

Primary Responsibilities: What will I be doing?

• Welcome and screen visitors, redirect to the appropriate staff members ensuring prompt and professional responses.
• Help implement new programs, procedures, methods, and systems.
• Provide Administrative Support: Assist in day-to-day administrative tasks, including managing correspondence, scheduling appointments, maintaining calendars, and organizing meetings. Prepare documents, reports, and presentations as required. Organize and prepare for meetings, including gathering documents and attending logistics of meetings, publish meeting notes.
• Coordinate Communication: Serve as the primary point of contact for internal and external stakeholders. Screen and redirect phone calls, emails, and inquiries, ensuring prompt and professional responses.
• Data Management: Maintain accurate records, both electronic and physical, including filing systems, databases, and confidential documents. Ensure data integrity and perform regular data entry and updates.
• Travel Arrangements: Facilitate travel arrangements, including booking flights, accommodations, and transportation for current and incoming staff members and executives. Prepare itineraries and ensure timely reimbursements when necessary.
• Event Coordination: Work with CEO, COO, Sales and HR to support the planning and execution of company events, meetings, trade shows and conferences. Assist in organizing logistics, coordinating with participants, and managing event materials.
• Office Operations: Assist in managing office supplies, equipment, and inventory. Coordinate with vendors and service providers for maintenance and repairs. Monitor and reorder supplies as necessary.
• Financial Support: Assist in managing invoices, expense reports, and budget tracking. Collaborate with the finance team to ensure accurate record-keeping and timely payments.
• Cross-Functional Collaboration: Work closely with various departments and team members to facilitate smooth communication and coordination. Provide administrative assistance as needed to support team projects and initiatives.

You might be a fit for this position if you posses some of the following qualifications:

• Education and Experience: High school diploma or equivalent is required. Previous experience in an administrative or office support role is preferred.
• Organizational Skills: Excellent time management and prioritization abilities. Strong attention to detail with the ability to handle multiple tasks simultaneously and meet deadlines.
• Communication Skills: Exceptional written and verbal communication skills. Ability to interact professionally with individuals at all levels of the organization and external contacts.
• Technology Proficiency: Proficient in using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software. Familiarity with database management and online collaboration tools is an advantage. SAP experience preferred.
• Discretion and Confidentiality: Maintain a high level of confidentiality and handle sensitive information with integrity.
• Problem-Solving Skills: Resourceful and proactive in resolving challenges and addressing issues. Ability to think critically and make sound decisions.
• Adaptability: Ability to thrive in a fast-paced and dynamic environment. Willingness to take on new tasks and responsibilities as required.
• Professionalism: Exemplify a professional demeanor, maintain a positive attitude, and work well both independently and as part of a team.
• Adaptability: Ability to adapt to changing situations in a calm and professional manner.

Equal Opportunity Employer:Maximus Group is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other protected status under applicable laws. All qualified applicants will receive consideration for employment.

Job Type: Full-time

Pay: Up to $23.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Experience:

• Office Administration: 1 year (Preferred)
• SAP: 1 year (Preferred)
• Microsoft Office: 3 years (Required)

License/Certification:

• Driver's License (Preferred)

Work Location: In person