Administrative Assistant

Be yourself at Protolabs
Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. We are an equal opportunity employer, and we are committed to building a diverse team that feels they are valued in the workplace. So do you feel you do not meet every single requirement but still intrigued? We encourage you to still apply! You can help make our company even better. We do not discriminate based on race, color, national origin, sexual orientation, gender, age, mental or physical ability, or any way you represent yourself. We strongly believe diversity makes for more successful teams.
Why Protolabs?
We are the leaders in digital manufacturing. We hire operators, area coordinators, warehouse roles, and those who are enthusiastic and like hands on work. Our culture is centered around meaningful work that brings new and innovative products to market at unprecedented speeds. We are a diverse team that comes from all walks of life and take pride in our team who is smart, genuine, humble, and passionate about what they do. It's our people who fuel our creativity and make our culture feel like home.
Protolabs Career Spotlight
Join our team as an Administrative Assistant.
This position is ONSITE based in Rosemount.
You Will:
CUSTOMER EXPERIENCE/TOURS

• Liaison for customer visits including proactively scheduling and following up on customer meetings, tours and audits in multiple locations
• Point person for salesforce tour/audit requests in multiple locations
• Approve/Deny requests based on site availability and company guidelines
• Coordinate meetings and attendees
• Provide support for any necessary details-conference rooms, parts case and/or lunch request

ADMINISTRATIVE SUPPORT

• Coordination of conference room calendars to ensure smooth scheduling between multiple groups from multiple locations
• Coordinate weekly and monthly group meetings working with managers to ensure appropriate coverage
• Continual attention to detail while preparing correspondences, spreadsheets and presentations utilizing MS Word, MS Excel, MS PowerPoint, MS Outlook and Visio
• Plan, coordinate and execute celebration/engagement events in the respective location and assist with such events in our other locations if needed
• Help communicate information to the facility including updating wall boards ensuring metrics are current
• Logistical leader for various meetings including scheduling and preparing rooms

OFFICE SERVICE SUPPORT

• Manage and maintain all office supplies needed including communicating with vendors
• Manage and maintain printer cartridges and be the point of contact for the printer vendor
• Manage mail collection, delivery and distribution in the respective building
• Respond to miscellaneous questions/requests from employees and guests including assisting with general facilities, HR and IT tasks (Collaborate & redirect to Support teams as needed)
• Site primary Point of Contact for facility and department vendors such as security, food service/vending, cleaning/janitorial, confidential shred, copiers, records retention, and others as required to ensure excellent performance and execution of work with minimal disruption

FRONT DESK/VISITOR

• Primary point of contact for the respective location, greeting employees and guests managing all visitors ensuring each guest is ITAR compliant
• Acts as the main ITAR coordinator and maintains the facilities compliance; ID screening and guest security badge management
• Take employee and vendor pictures for ID / access badge and distribute to new employees

OFFICE SPACE

• Work with the Facility Planner regarding new hire onboarding and Move/Add/Change request coordination/planning
• Work with HR and Facilities Planner for new hire onboarding process
• Perform other related duties as assigned

You Have:

• Exceptional organizational skills and planning abilities with attention to detail
• Show leadership and encourage open communication as the first point of contact
• Strong written and verbal communication skills are a must
• Working in a team environment communicating openly risks and or situational changes
• Strong proficiency with MS Office Suite (Outlook, PowerPoint, Word, Excel)
• Awareness and adherence to company policies around travel and entertainment
• Ability to independently prioritize and manage multiple tasks while meeting deadlines in a fast paced environment
• Proactive thinker
• Self-motivated enthusiastic and detail oriented attitude is required.
• Self-starter with a sense of urgency
• Flexible work schedule
• Ability to handle confidential and non-routine information

Education and Experience:

• High school/GED
• 2+ years office experience

Preferred Qualifications:

• Salesforce.com experience

Physical Demands:
While performing the essential duties of this job, the employee is regularly required to sit; use a computer keyboard, monitor and mouse, telephone and printer; reach with hands, and arms, talk, see and hear. The employee is occasionally required to stand, walk, stoop or kneel and must occasionally lift and/or move up to 25 pounds.
Work Environment:
Indoors (A/C); nonsmoking; the majority of this job function is performed in an office setting requiring normal safety precautions. However, there may be job duties that require the employee to spend time in the manufacturing areas exposed to machinery and noise; eye protection occasionally required. Occasionally works in outside weather conditions. Occasionally works near moving mechanical parts and in high, precarious places and is occasionally exposed to wet and/or humid conditions, fumes or airborne particles, toxic or caustic chemicals, risk of electrical shock and vibration. The noise level in the work environment is usually quiet to moderate.
What you will get:

• We offer amazing benefits including but not limited to:


• Health Insurance: Traditional OR High Deductible plan
• Flexible Spending Accounts
• Health Savings Account (including employer contributions)
• Dental and Vision
• Basic and Supplemental Life Insurance
• Short-Term and Long-Term Disability
• Paid caregiver leave


• You will receive at least 3 weeks of PTO, Holiday Pay, and Volunteer Hours
• 401k with company match and immediate vest
• Employee Stock Purchase Program at a discounted rate
• Matching grants through Protolabs foundation
• And More!

At Protolabs, Diversity, Equity, and Inclusion Matters
We are committed to establishing a culture where we celebrate diversity, equity, and inclusivity as a way of life. As we continue to grow, we will purposefully cultivate a safe environment. We will strive to build diverse teams throughout the organization by empowering growth for generations to come. The uniqueness of our employees is who we are as a company. Our pledge is to establish a global culture that invites, recognizes, and embraces all contributions to make a us stronger
Proto Labs maintains ITAR-compliant operations in all of our United States based facilities. Due to ITAR regulations, this role is only open to U.S. Citizens, lawful permanent residents (green card holders) or foreign nationals granted refugee or asylee status. Individuals with temporary visas (e.g. E, F-1, H-1, H-2, L, B, J, TN or OPT) are not eligible for hire in this role.
Proto Labs, Inc. is an Affirmative Action / Equal Opportunity Employer
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)