Administrative Assistant

Overview

Jefferson Fire & Safety is seeking a highly organized and dedicated Administrative Assistant to support our dynamic team. This part-time role guarantees 10 hours per week and is pivotal in facilitating the smooth operation of our office by providing administrative support to our department managers. The ideal candidate will be a detail-oriented individual who excels at multitasking and possesses excellent communication skills.

Key Responsibilities

Administrative Support

• Meeting Coordination: Schedule meetings for department managers, including booking rooms, preparing agendas, and ensuring all necessary materials and equipment are available.
• Food and Beverage Coordination: Order and arrange delivery of food and beverages for meetings and other company events as required.
• Trade Show Logistics: Assist in the planning and coordination of trade show participation, including logistics setup, travel arrangements, and accommodation bookings for staff.
• Printed Material Facilitation: Coordinate the production and distribution of printed materials for meetings, trade shows, and other company events, working closely with vendors to ensure quality and timely delivery.
• Apparel Ordering: Handle the ordering of company apparel for staff, including managing sizes, preferences, and liaising with suppliers to ensure orders are fulfilled accurately and on time.
• Administrative Tasks: Perform a variety of other administrative tasks as requested by department managers, such as data entry, file management, and correspondence handling.

Communication

• Internal Communication: Maintain clear and effective communication with team members and departments to facilitate the coordination of activities and events.

Organizational Support

• Calendar Management: Manage calendars for department managers, ensuring efficient scheduling and time management.
• Document Preparation and Management: Prepare, organize, and manage documents, including meeting minutes, reports, and presentations, ensuring accessibility and confidentiality.

Qualifications

• Proven experience as an executive assistant or in a similar administrative role.
• Excellent organizational and time management skills, with the ability to prioritize tasks effectively.
• Strong communication and interpersonal skills, with proficiency in written and verbal English.
• Proficiency in MS Office (Outlook, Word, Excel, PowerPoint) and other office productivity tools.
• Ability to work independently with minimal supervision and as part of a team.
• High school diploma required; additional qualifications as an Administrative Assistant or secretary are a plus.

Working Conditions

• This is a part-time position guaranteed for 10 hours per week.
• Flexibility in scheduling is required to accommodate varying workloads and deadlines.
• This role is a hybrid with most of the hours remotely.
• The hourly salary for this role is $19 / hour (No Benefits Included)

Job Type: Part-time

Pay: $19.00 per hour

Expected hours: No less than 10 per week

Benefits:

• Flexible schedule

Schedule:

• Monday to Friday

Work Location: Hybrid remote in Middleton, WI 53562