Office Administrative Assistant

SUMMARY

The Office Administrative Assistant provides administrative support to the various departments and members of the senior leadership team.  They must be capable of working well with all levels of internal management and staff, outside vendors, and customers.  This individual is responsible for performing administrative tasks to ensure our company’s workflow runs smoothly.  A strong aptitude for details, the ability to work in a time sensitive environment, and unwavering professionalism are required. 

The Office Administrative Assistant job description is intended to point out major duties and authorities within the position, but it is not limited to these items.

ESSENTIAL FUNCTIONS

• General Administrative Duties:
  • Serve as the primary point of contact for guests, vendor, customers and greet them upon arrival.
  • Maintain office common areas, including lobby’s, coffee stations and conference rooms.
  • Coordinate conference room setups, catering, and corporate events as needed.
  • Create calendar invites for customer and visitor meetings.
  • Coordinate temporary staffing needs.
  • Distribute daily mail and newspapers.
  • Review and post content to company intranet.
  • Manage general office supplies and visitor supplies.
  • Clean, stock and distribute safety glasses.
  • Administer customer regulatory sites.
  • Assist with special projects upon request.

 

Education and Experience

• Proven work experience as an Administrative Assistant, or similar role.
• Working knowledge of office procedures best practices.
• Experience exercising discretion and confidentiality with sensitive material.
• Previous work experience in a manufacturing environment a plus.

Technical Skills and Abilities

• Proficient in the use of Microsoft Office 365 Products including Excel, Word, Outlook, Teams, SharePoint.
• Effective analytical skills.
• Demonstrated ability to produce written communication at a professional business level.
• Able to independently solve issues and incorporate critical thinking into the decision-making process.
• Well organized with excellent attention to detail.
• Able to adapt to a fast-paced environment.

Interpersonal Communication

• Communicates professionally, clearly and effectively (verbally and/or non-verbally) to individuals and groups, internally and externally, to exchange ideas and convey detailed information accurately.
• Works well with a variety of people and personalities, and with other Delkor departments.
• Strong organizational skills and a keen eye for detail.
• Ability to prioritize tasks, multi-task effectively, and adapt to changing priorities.
• Works collaboratively, as a team member, to suggest ideas and resolve issues in a positive manner.
• Friendly personality with a positive and enthusiastic attitude.
• Ability to work independently and take initiative.

Work Ethic

• Self-motivated and able to work independently and accurately with minimal supervision.
• Understands the need to work productively, prioritizing tasks and making good use of his or her time.
• Committed to meeting established deadlines.
• Able to maintain a positive workplace environment, even when encountering challenging situations.

Physical Requirements

• Sit at a desk or in meetings for extended periods including performing extensive computer tasks.
• Stand and walk for a portion of the day to interact with other employees.
• Lift 10 – 30 pounds on occasion.
• Possess arm and hand mobility and strength to lift, hold, reach, carry, push and pull packaging, supplies and other items used by HR.
• Able to judge distances and space relationships to successfully complete detailed activities to fine tolerances, including reading spreadsheets and other documents.
• Communicate effectively to give and receive detailed information through verbal and/or non-verbal communication in person or using the telephone; exchange ideas and convey detailed information accurately to customers, co-workers, supervisors, vendors and others inside and outside the company.

Work Environment

• Approximately ninety percent (90%) of the work duties are performed in an office setting, carrying out detailed work sitting at a desk and working on the computer.
• Approximately ten percent (10%) of the work is performed on an assembly floor with exposure to tools, dirt, dust, chemicals, metals, and plastics, varying temperatures, construction noises and odors from production proc