Administrative Assistant

Maola Local Dairies•Herndon, VA

19h•$22 - $26•Onsite

About The Position

The Administrative Assistant is part of a dynamic team and provides administrative support to staff across the company and key stakeholders. The role includes greeting guests, managing internal and external communications, and handling a broad range of administrative tasks. Success requires accuracy, initiative, strong organizational skills, discretion, confidentiality, and teamwork. This is a fully onsite position, Monday through Friday, from 8:30 a.m. to 5:00 p.m. The starting hourly pay range is $21.63–$26.44. Maola offers a benefits package that includes medical, dental, vision, a 401(k) with employer match, life insurance, and paid time off, available within the employee’s first month.

Requirements

High school diploma or GED.
At least 2 years of experience with office administrative or secretarial processes.
At least 2 years of experience with phone etiquette, including answering and transferring calls and managing up to four phone lines.
At least 2 years of experience with Microsoft Office Suite.
Experience working in a fast-paced, high-energy environment.
Experience exercising discretion, discernment, and confidentiality.

Responsibilities

Serve as the primary contact for internal and external corporate-office communications by answering calls, responding to emails, and greeting visitors.
Organize conference rooms for executives and team members, send invitations, and prepare required materials.
Develop and maintain physical and digital filing systems, keeping records accessible, current, and compliant with company policies and regulations.
Enter and update information in databases and spreadsheets while ensuring accuracy, confidentiality, and data integrity.
Assist with reports, presentations, and other documents by gathering data, formatting information, and preparing polished materials.
Manage office and kitchen supplies, process invoices, maintain budgets, and address logistical needs.
Assist with projects such as mailings by coordinating timelines, resources, and team members, tracking progress, and updating stakeholders.
Facilitate monthly employee engagement activities.
Address inquiries, resolve issues, support client satisfaction, and serve as a liaison between clients and the company.
Handle sensitive information confidentially and follow data-protection policies.
Track departmental budgets and expenses, prepare financial reports, and assist with account reconciliation as needed.
Work with the Executive Assistant to develop and implement office procedures and workflows and improve efficiency.
Research topics requested by leadership, summarize findings, and present information to support decision-making.
Help team members resolve basic office equipment and software issues and coordinate with IT support when necessary.
Ensure office equipment is in working order, schedule maintenance and repairs, and manage vendor and service-provider relationships.
Support marketing initiatives by coordinating events and distributing promotional materials.
Maintain a safe, clean, productive office environment and coordinate maintenance needs with facilities management.
Adapt to a fast-paced environment, prioritize tasks, and manage time to meet deadlines.
Use office software, including Microsoft Office Suite and Google Workspace, to support productivity and stay current on useful tools and technologies.
Perform other duties as assigned.