Administrative Assistant

POSITION OVERVIEW:

The Administrative Assistant provides general administrative support to a wide variety of Departments and to the Executive Assistant | Administrative Team Lead. This support includes clerical and administrative tasks such as directing calls and visitors as appropriate, mail distribution, correspondence, sample shipments, requisitions and sorting/putting away orders and supplies.

DUTIES and RESPONSIBILITIES:

• Answer phones, take messages and greet visitors.
• Schedule meetings and maintain conference room calendars.
• Schedule and coordinate employee activities and events.
• Collate and distribute mail back up.
• Prepare communications, such as memos, emails, invoices, reports and other correspondence.
• Create and maintain filing systems, both electronic and physical.
• Co- sharing telephone calls with other Administrative Assistant (s) and maintaining schedule of assigned times.
• Providing clerical support as needed by various departments.
• Coordinating the pick-up and delivery of express mail services (FedEx, DHL, UPS, etc.), including packaging as required.
• Processing all Sales Order Installation packages to Dealers and Shipping.
• Managing off-site filing archive system, including request, deliveries, and communication.
• Ordering and managing office supply orders and inventory including all printer and toner programs.
• Monthly reconciliation of corporate credit card.
• Preparing, editing, and disseminating various memos, updates and raffles to employees.
• Ensuring inventory for kitchens, breakrooms and storage areas are maintained.
• Processing and maintaining records for AIA certifications for the Sales Team back up.
• Assist the Administrative Team Lead with special projects, reports, research, and companywide events.
• Maintain and process files for Graphic Logos for Marketing back up.
• Process Check Request, Travel Reimbursements and Invoices as requested.
• Order, set up and clean lunch orders as requested.
• Processing all custom color sample orders for Sales Team.
• Act as super-user for booking travel arrangements for employees and guests as needed.
• Other task as assigned.

COMPETENCIES: (Knowledge, Skills and Abilities)

• Highly motivated and able to work independently with minimal supervision.
• Effective time management skills.
• Strong communication skills.
• Strong organizational skills and strong attention to detail.
• Ability to maintain confidentiality.
• Good interpersonal communication skills and professional demeanor.
• Team player with the ability to maintain good working relationships across the organization and to outside vendors, board members, customers, and dealers.
• Multitasking various assignments.
• Process improvement ability.
• Strong computer skills.
• Strong telephone answering skills.
• Professional flexibility and cooperative ability to adapt and manage change in the workplace.

EDUCATION/EXPERIENCE/ADDITIONAL QUALIFICATIONS:

• High school diploma or equivalent.
• 1 year of relevant experience or combination of education and experience is preferred.
• Strong knowledge of Microsoft suite including Word, Excel, PowerPoint and Outlook. Visio and Smartsheet's is a plus.
• Experience with shipping through express mail services, preferred.

PHYSICAL REQUIREMENTS:

• Squat/kneel, bend/stoop, twist/turn, grasp and reach overhead.
• Must be able to lift 20lbs as needed.
• Extended walking throughout the campus.
• Must wear Personal Protective Equipment (PPE) as required.
• Travel to local area stores, restaurants, and other various locations.

Hussey Seating Company is an Equal Opportunity Employer, and all qualified applicants will receive consideration for employment without regard to race, color, gender, religion, age, sexual orientation, gender identity, national or ethnic origin, marital status, veteran status or any other category protected by law.