Administrative Assistant

Be yourself at Protolabs

Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification.  We are an equal opportunity employer, and we are committed to building a diverse team that feels they are valued in the workplace.  So do you feel you do not meet every single requirement but still intrigued? We encourage you to still apply!  You can help make our company even better.  We do not discriminate based on race, color, national origin, sexual orientation, gender, age, mental or physical ability, or any way you represent yourself.  We strongly believe diversity makes for more successful teams.

Why Protolabs?

We are the leaders in digital manufacturing.  We hire operators, area coordinators, warehouse roles, and those who are enthusiastic and like hands on work.  Our culture is centered around meaningful work that brings new and innovative products to market at unprecedented speeds.  We are a diverse team that comes from all walks of life and take pride in our team who is smart, genuine, humble, and passionate about what they do.  It’s our people who fuel our creativity and make our culture feel like home.

Protolabs Career Spotlight

Join our team as an Administrative Assistant.

This position is ONSITE based in Rosemount.

You Will:

CUSTOMER EXPERIENCE/TOURS  

• 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  

ADMINISTRATIVE SUPPORT 

• 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  

OFFICE SERVICE SUPPORT 

• 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

FRONT DESK/VISITOR 

• 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 

OFFICE SPACE 

• 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 
• Perform other related duties as assigned 

You Have:

• 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