Jobs and Careers

Administrative Assistant - Purchasing & Events

United Statesfull_timeVerifiedPosted 23 Sept 2024

About the role

Long-term employment with opportunities for growth.We offer excellent benefits from day one, including:

401(K) Retirement Saving Plan w/ Employer Match
Low-Cost Health, Dental & Vision insurance (Starting DAY ONE)
Tuition & Certification Reimbursement
Paid Time Off – (15 Days; prorated before 1st year)
Parental Leave
Paid holidays

POSITION SUMMARY: The position provides support in the procurement of goods and services for the company, including managing event logistics to ensure successful execution. This role involves planning, sourcing, and negotiating contracts with vendors, as well as assisting with event setup and breakdown. Additionally, provides administrative support to the Purchasing and HR Departments, handling tasks such as report preparation, digital filing, and assisting with invoice processing and purchase orders. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.GEOGRAPHIC REGION: Please note applications out of the geographic region for position applied will not be considered. QUALIFICATIONS:Required

One (1) year minimum experience in event coordination, purchasing, procurement, or working as an Administrative Assistant in a fast-paced office environment.
Experience working with vendors, negotiating contracts, and managing logistics.
A valid driver’s license with clean driving record.
Ability to communicate in English both verbally and writing. Thorough knowledge of business English, including proper spelling and punctuation.
Strong verbal and written communication skills for effective interaction with vendors, colleagues, and stakeholders.
Well-developed interpersonal skills; ability to meet and interact effectively with vendors, customers, executives, and the general public.
Intermediate proficiency in MS Word, Excel, and Outlook.
Highly detail-oriented with superior organizational skills, ensuring accuracy and efficiency in managing multiple tasks and projects simultaneously
Ability to review, compose, and prepare correspondence, reports, minutes, and other written materials accurately and efficiently.
Proficiency in processing mathematical equations for reviewing bids and processing invoices.
Ability to think creatively and provide innovative event ideas.
Strong problem-solving skills and the ability to troubleshoot issues effectively.
Ability to perform and prioritize a variety of administrative tasks with minimal supervision.
Ability to work extended hours, holidays, and/or weekends as needed to include event attendance.

Preferred

High School Diploma or equivalent.
Ability to read, write, and speak Spanish at an Intermediate level in a business environment, including proper spelling and punctuation.
Experience working with cloud-based procurement systems.

DUTIES AND RESPONSIBILITIES: Primary

Maintain accurate records of purchases, contracts, vendor agreements, and event-related documentation.
Ensure compliance with legal and regulatory requirements across all purchasing and event management activities.
Assist with invoice coding, placement of purchase orders, and enter and scan order requests, invoices, and packing lists into the system.
Create and maintain the departmental e-filing system, including scanning documents and uploading them to SharePoint.
Prepare reports as requested by the department manager, gathering information from various sources as needed.
Type letters and memoranda under the guidance of a supervisor, proofread documents for grammar and accuracy, obtain necessary signatures, and route documents appropriately.
Collaborate with Human Resources to understand event objectives, requirements, and timelines.
Assist in developing comprehensive event plans, including logist