Administrative Assistant

Alene Candles•New Albany, OH

29d•Onsite

About The Position

Alene Candles LLC & Midwest is seeking an Administrative Assistant to manage reception functions and provide administrative support to the Executive Administrator and administrative team. The role is the first point of contact for guests and callers at the Ohio plants, including greeting visitors and team members, directing callers, coordinating check-ins, ensuring security protocols are followed, and maintaining clean, organized reception and meeting spaces. The assistant also supports clerical work, communications, documentation, project work, and event planning across two plants, working under the direction of the Executive Assistant. This is an onsite position at 8860 Smith's Mill Road in New Albany, Ohio, in a climate-controlled environment. The company describes itself as a private-label contract manufacturer of candles, headquartered in New Hampshire with locations in Ohio and over 30 years in business.

Requirements

High school diploma or general education diploma (GED).
2–3 years of administrative experience; a combination of experience and education will be considered.
Experience with Microsoft Office Suite, particularly Word, Outlook, Excel, and PowerPoint.
Strong multitasking and organizational skills.
Ability to operate scanners, copiers, and printers.
Excellent oral and written communication skills.
Dependability and confidentiality.
Ability to work independently and as part of a team.
Adaptability in a fast-paced environment.
Attention to detail and a high degree of accuracy.
Ability to communicate professionally and follow appropriate etiquette.
Ability to interact and communicate comfortably with all levels of the organization.

Nice To Haves

Familiarity with office technologies such as setting up virtual meetings, operating conference-room presentation resources, and using other software applications as required.

Responsibilities

Manage reception functions, including operating a multi-line phone system, answering incoming calls, and directing callers and visitors to appropriate personnel.
Act as the first point of contact for in-person guests at the Ohio ACM/ACP plants; greet visitors and team members, provide information, answer questions, and resolve basic issues.
Manage visitor and employee check-ins and ensure visitors have required PPE and badges and that security protocols are followed.
Keep the reception area and meeting rooms clean, organized, and presentable.
Act as the first point of contact for calls to the Ohio plants and provide backup for the New Hampshire receptionist.
Maintain daily statistics on call and visitor volume.
Assist with issuing maintenance tickets for both ACM/ACP plants.
Assist with inventory and distribution of paper across ACM departments.
Distribute and sort mail and arrange outgoing mail and deliveries.
Perform clerical duties as needed, including filing, photocopying, and preparing Microsoft Word documents and Excel spreadsheets.
Support ad hoc project work, event planning, and business documentation.
Create and edit documents, metrics, and presentations using Word, Excel, and PowerPoint for administrative-level use.
Create and deliver organizational content, including participant communications, food-and-beverage planning, and post-event follow-ups and surveys.
Support initiatives that promote a positive workplace culture.
Work cohesively with the administrative team across two plants under the direction of the Executive Assistant.