Administrative Assistant

Simpson Strong-Tie•Gallatin, TN

11d•Onsite

About The Position

As the Administrative Assistant, you will be working in a fast-paced environment, managing confidential matters and exercising high levels of discretion and judgment. This position requires a proactive, self-starter who possesses exceptional multi-tasking and communication skills, both oral and written. A high level of professionalism, organization, and flexibility are essential. The Administrative Assistant will serve as liaison on behalf of the Plant. The ideal candidate will resolve competing priorities and work proactively to anticipate the Plant’s needs.

Requirements

Minimum 1 year – Administrative experience is required in a role.
Microsoft Office Products – Must possess advanced skills in the use of Microsoft Office (Outlook, Word, Excel, and PowerPoint) as well as working knowledge of SharePoint.
Communication - Ability to effectively present information in one-on-one and group situations.
Ability to write in a clear, concise, and organized manner for the intended audience.
Adaptability & Flexibility - Ability to think and act effectively under pressure.
Attention to Detail - Ability to possess strong organizational skills.
Ability to achieve thoroughness and accuracy when accomplishing a task.
Self-Management - Ability to display a high level of initiative, effort, and commitment towards completing assignments in a timely manner.

Nice To Haves

Preferred – bachelor’s or associate degree.

Responsibilities

Coordinate distribution of all incoming communication (including phone, fax, email, mail, network printer).
Service all customers who visit the Plant and handle all customer correspondence.
Collect and input data, and generate required daily, weekly, monthly, quarterly and annual essential reports for Operations, Customer Service and other departments within the plant.
Manage calendars and proactively organize their time as required using expert judgment and discretion.
Arrange and assist in streamlining collaboration by scheduling meetings and taking minutes and summarizing.
Schedule conference rooms, set up audio visual or on-line meeting tools and events.
Coordinate & ensure meeting logistics are in place.
Coordinate travel arrangements and assist the Plant leadership team in creating Concur expense reports as needed.
Coordinate events across the Plant. This includes internal meetings, Birthday Round Table meetings, and employee events such as annual events, food trucks and holiday gatherings.
Support activities of Gallatin Good Vibes crew and work with management team to schedule events while staying within constraints of established budget.
Provide pre-event support, i.e. research and negotiate venue and catering options, purchase meeting supplies, prepare conference rooms, and day of event support.
Manage various communications including soliciting, collecting, and developing content for quarterly newsletter, managing the plant wide calendars, sending out email communications from leadership, and organization of email distribution lists.
Oversee and assist in executing all Plant engagement & recognition programs.
Perform general office duties such as monitoring, order and stock supplies for the office, break rooms, and responding to requests of the leadership team.
Serve as general contact for all vendor services associated with the daily activities of the plant.
Upkeep of department rosters, office assignments, organization charts, department forms, contact lists.
Answering all incoming phone calls to the main number.
Update communication on the Employee TV Screens.
Assist in the execution of special tasks and projects as needed.