Admin Assistant

Job Summary:

The ADMINISTRATIVE ASSISTANT works under the direction of the Executive Assistant / Manager; answers phone and greets customers; sorts and delivers mail; schedules deliveries; provides admin services to multiple departments.

Job Duties and Responsibilities:

1. Answer incoming calls; verify caller’s request; direct the caller to the correct person or department.
2. Greet and announce visitors; direct individuals to meeting/conference room.
3. Schedule incoming loads for receiving merchandise; prepare delivery schedule and assign blocks of time; accordingly, notify receiving manager daily.
4. Perform miscellaneous billings out of MaddenCo.
5. Orders office supplies & cleaning supplies for all locations, including First Aid kits.
6. Work closely with departments to provide high quality admin support.
7. Crosstrain within department; keep procedures up to date.
8. Maintain SOPs for all departments
9. Assist in event planning for company events.
10. Work with and report any problems to the Admin Manager.
11. Perform other duties as appropriate and assigned.
12. Support company goals and uphold K&M Values.
13. Assist with organizing and managing projects and volunteer activities (level II)
14. Provide admin support to other departments (level II)
15. Ability to create and publish digital flyers and newsletter (Auto level II)
16. Arrange employee travel plans (ie. Flights/hotels/rental vehicles) for work functions (level III)
17. Track credits & expenses for projects and events (level III)

Job Requirements:

1. Live and uphold our K&M Vision, Mission and Values.
2. Ability to work in a multi-task, professional environment.
3. Ability to communicate effectively.
4. Possess a positive, friendly and servant’s attitude.
5. Ability to prioritize and organize effectively.
6. Ability to proofread, find and correct errors.
7. Ability to work independently.
8. Ability to work while seated for prolonged periods of time.
9. Knowledge and ability to use the following office equipment: computer, telephone, copier, fax, and calculator.
10. Ability to express ideas clearly both in written and oral communications.
11. Proficient knowledge of Microsoft Word, Excel, PowerPoint and Outlook.
12. Ability to be creative and proficient in software to create flyers, newsletters and other documents is a plus.

Administrative Assistant I Minimum Qualifications:

• High school diploma or equivalent.
• 2 years’ administrative assistant degree or 1 year’s relevant admin asst. experience.

Administrative Assistant II Minimum Qualifications:

• Qualification for Admin Assistant I; plus
• 2-year business degree or 2 years relevant experience.

Administrative Assistant III Minimum Qualifications:

• Qualifications for Admin Assistant II; plus
• Serve as back-up to the Executive Assistant/Admin Manager for a temporary time period
• Actively participate in Leadership Development