Administrative Assistant

Maola Local Dairies•Herndon, VA

8h•$22 - $26•Onsite

About The Position

The Administrative Assistant will be a member of a dynamic team and be responsible for greeting guests and handling various administrative tasks. The Administrative Assistant will provide a full range of administrative support for staff across the company and key stakeholders. Duties will require accuracy, a high degree of initiative, exceptional organizational skills, discretion, and teamwork. The position is Monday – Friday 8:30am – 5:00pm and is fully onsite.

Requirements

At least a high school diploma or GED.
At least 2 years of experience with office administrative/secretarial processes.
At least 2 years of experience with phone etiquette (answering, transferring, 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.

Nice To Haves

Proficiency in Google Workspace.

Responsibilities

Serve as the primary point of contact for internal and external communications at the corporate office. This includes answering phone calls, responding to emails, and greeting visitors, ensuring a professional and welcoming atmosphere.
Organize conferences rooms for executives and team members by sending out invites, and ensuring all necessary materials are prepared in advance.
Develop and maintain organized filing systems for both physical and digital documents. Ensure that records are easily accessible, up-to-date, and compliant with company policies and regulations.
Input and update information in databases and spreadsheets. Ensure accuracy and confidentiality of sensitive information while maintaining data integrity.
Assist in the creation of reports, presentations, and other documents. This includes gathering data, formatting information, and ensuring that all materials are polished and professional.
Perform various administrative duties such as managing office and kitchen supplies, processing invoices, and maintaining budgets. Ensure that the office runs smoothly by proactively addressing any logistical needs.
Assist in the planning and execution of projects such as mailings, by coordinating timelines, resources, and team members. Track project progress and provide updates to stakeholders as needed.
Help create a positive work environment by facilitating monthly employee engagement activities.
Provide exceptional customer service by addressing inquiries, resolving issues, and ensuring client satisfaction. Act as a liaison between clients and the company, fostering strong relationships.
Handle sensitive information with discretion and confidentiality. Understand the importance of privacy in administrative tasks and adhere to company policies regarding data protection.
Help track departmental budgets and expenses. Prepare financial reports and assist in the reconciliation of accounts as needed, ensuring adherence to financial policies.
Work with the Executive Assistant to develop and implement efficient office procedures and workflows. Identify areas for improvement and streamline processes to enhance productivity and efficiency.
Perform research on various topics as requested by leadership. Summarize findings and present information in a clear and concise manner to support decision-making.
Assist team members with basic technical issues related to office equipment and software. Troubleshoot problems and coordinate with IT support when necessary.
Ensure that office equipment is in good working order. Schedule maintenance and repairs as needed and manage relationships with vendors and service providers.
Support marketing initiatives by coordinating events and assisting with disbursement of promotional materials.
Ensure that the office environment is safe, clean, and conducive to productivity. Address any maintenance issues and coordinate with facilities management as needed.
Demonstrate flexibility and adaptability in a fast-paced work environment. Prioritize tasks effectively and manage time efficiently to meet deadlines.
Leverage proficiency in office software (e.g., Microsoft Office Suite, Google Workspace) to enhance productivity. Stay updated on new tools and technologies that can improve administrative processes.
Other duties as assigned.