Administrative Assistant

Protolabs•Brooklyn Park, MN

1d•$23 - $32•Onsite

About The Position

The Administrative Assistant's primary responsibility is to perform administrative functions of the respective office location and oversee facility events. Duties include being the primary point of contact for internal and external resources, in support of office setup, field walks, third party vendor quality assurance and associate reporting. The role will be site based and will collaborate frequently with peers at other sites in order to provide consistent level of service.

Requirements

High school/GED
2+ years office experience
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

Nice To Haves

Salesforce.com experience

Responsibilities

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
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
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
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
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