Administrative Associate - Fully Onsite

Cerelia Bakery Canada LP•Columbus, OH

6d•Onsite

About The Position

The Administrative Associate provides comprehensive administrative and operational support to ensure smooth, efficient, and professional daily operations. This role includes scheduling, planning, travel arrangements, visitor coordination, data entry, transcription, expense processing, invoice entry, and customer communication management. The ideal candidate is detail oriented, proactive, and skilled at managing multiple priorities in a fast paced environment.

Requirements

High school diploma or equivalent education
Minimum 1-2 years administrative support experience in a professional organization.
Formal education and/or training may be considered in lieu of experience.
Proficiency in the use of MS Office software (Word, Excel, PowerPoint); strong keyboarding and typing skills.
Basic knowledge of Microsoft Office suite
Experience with scheduling, calendar management and communication support.
Proficiency in data entry, transcription and document organization.
Experience with expense reporting and invoice entry.
Strong customer service, interpersonal and communication skills.
Excellent organizational skills, attention to detail with emphasis on accuracy and ability to multitask.
Ability to maintain confidentiality and handle sensitive information with professionalism and discretion.
Familiar with other software programs for providing administrative support
Ability to meet deadlines and complete all projects in a timely manner
Ability to exercise good judgment to make decisions that conform to business needs and policy
Good problem-solving skills, with the ability and understanding of when to escalate a problem
Adaptable to changing priorities
Ability to maintain professional composure when working with immediate deadlines
Ability to work both independently and collaboratively as part of a team
Ability to work in a fast-paced environment
Ability to communicate professionally both verbally and in writing
Demonstrate proficiency in using equipment/technology/software and hardware necessary to perform job functions
Must be self-motivated with a positive attitude
Proven customer service skills are required to create, maintain, and enhance internal and external customer relationships

Nice To Haves

Must be a good fit with Cerelia’s entrepreneurial spirit, agile and innovative environment; with a desire to make a strong impact on the business.
Core Competencies Drive High Performance: Establish clear accountability for outcomes. Stays focused and disciplined in planning and execution. Takes initiatives to overcome challenges. Celebrates wins and acts with urgency to keep momentum.
Collaborate: Works as One Team. Builds relationships and makes commitments to others and follows through. An active listener who understands and communicates openly while engaging in healthy debate. Supports and execute decisions when they are made.
Innovate: Challenge the status quo by pro-actively identifying opportunities to make things better. Encourages team to share best practices, be creative and try new things. Experiments, incorporates learning and adjusts as needed.
Acts with speed and agility while accepting and learning from failure. Can-Do Attitude: Has a pragmatic view on reality while understanding the challenges and perspectives across the organization. Pro-actively and easily connects with the customers, factories and the different stakeholders. Acts like an owner by providing ready-to-go solutions.
Independent: Ability to work independently while proactively updating the Senior Management team about challenges, opportunities and progress.
Learning Agility & Knowledge Retention : Demonstrates the ability to absorb and retain new information effectively. Documents key processes and applies prior training. Takes ownership of personal learning and builds independence over time.
Information Seeking: Actively researches and verifies information to ensure accuracy and completeness. Digs to resolve discrepancies; seeks out relevant perspectives from internal and external sources to make well-informed, data-driven decisions.
Flexibility: Adapts efficiently to changing priorities, environments, and stakeholders. Maintains effectiveness when working with various teams, personalities, or shifting demands. Adjusts communication and working style to fit the context while staying focused on objectives.
Self-confidence: Willing to take on a new challenge or assignment displaying confidence and enthusiasm; emphasizes the positive and upside aspects of difficult situations – every situation provides an opportunity for learning.

Responsibilities

Scheduling, Calendar and Communication Management Manage complex calendars for leaders and teams, including meetings, appointments and events.
Coordinate meeting logistics and resolve scheduling conflicts proactively.
Manage incoming and outgoing phone calls with professionalism.
Prepare and distribute meeting agendas, notes and follow up items.
Travel Coordination Arrange domestic and international travel, including flights, lodging and ground transportation.
Prepare detailed travel itineraries and ensure compliance with company travel policies.
Manage travel changes and adjustments as needed.
Visitor Check In and Office Hospitality Coordinate visitor access, security sign in and badge distribution.
Greet and assist guests to create a warm and professional experience.
Prepare meeting rooms and coordinate logistics for on site meetings and tours.
Meal and Event Coordination Plan and coordinate catering for meetings, trainings and events.
Track headcounts and dietary needs.
Manage conference room setup, refreshments and event materials.
Data Entry and Administrative Support Enter data accurately into company systems, spreadsheets and databases.
Transcribe meeting notes, recorded messages and documentation.
Maintain organized digital and physical filing systems.
Assist with project coordination, timelines and administrative workflows.
Performs Quality Assurance on own work and work of others
Answer telephone, emails, and place service calls when needed
Adhere to Cerelia policies and procedures
Use equipment and supplies in a cost-efficient manner
Thoroughly assess job requests and ensure appropriate completion of job tasks throughout task lifecycle
Communicate with manager and team members on job or deadline issues
Meet deadlines for accepting, completing, and delivering all work
Troubleshoot basic equipment problems
Expense and Invoice Management Prepare, enter and reconcile expense reports.
Process vendor invoices and enter them into financial systems.
Verify accuracy of purchase orders, receipts and accounting records.
Customer and Client Management Serve as a point of contact for customers, vendors and external partners.
Respond to inquiries professionally and in a timely manner.
Maintain customer records and follow up on open requests or issues.
Other Interact with key contacts in person, over the phone, via video or electronically
Prioritize workflow
All other duties as assigned.