Administrative Associate

• Want to join a well-established sales firm that is experiencing explosive growth?
• Think you can impact a company's success with your skills and positive presence?
• Would you enjoy working with people with inherent core values that all strive for team success?

Position Purpose: The Administrative Associate main duties include office management, administrative support, and executive support. To be successful in this role, this individual should be professional, proactive, assertive, have a high regard for confidentiality, must be able to meet deadlines and communicate effectively. Our ideal candidate also has previous experience as an Administrative Associate and is familiar with office management technologies. Ultimately, the Administrative Associate should be able to identify and address the needs of senior-level executives and perform administrative tasks to ensure our company workflow runs smoothly. The ideal candidate will be skilled in prioritization, have great problem-solving and analytical thinking skills, exhibit leadership qualities, and display good judgment.

Employment at Will: Nothing herein is intended to create a contract of employment or to guarantee employment for a definite duration.

Administrative Associate duties and responsibilities:

Office Management

• Organize and complete office operations and procedures, ensuring integrity and confidentiality of data.

• Facilitate maintenance, cleaning, mailing, shipping, bills, and errands.

• Coordinate with IT to ensure that the required office technology is in place and functional.

• Maintain office supplies related to writing and printing, filing and organization, mailing and shipping, cleaning and maintenance, electronics, and furniture.

• Ensure the conference rooms are stocked with drinks, snacks, coffee, and any requested materials.

• Manage conference room schedules, and coordinate meeting catering, setup, and cleanup.

• Suggest more efficient ways to run the office and troubleshoot any malfunctions.

Administrative Support

• Manage the front desk, greet guests, and answer calls, routing them to the proper person or taking messages.

• Facilitate internal communication by distributing information as requested.

• Partner with HR to maintain office policies as necessary.

• Plan meetings and events.

• Administer corporate accounts with vendors.

• Coordinate with vendors to supply literature and branded swag to the sales team as needed.

• Manage the handling of all event tickets and payments for the sales team.

• Use various software to complete tasks, such as MS Word, Excel, PowerPoint, databases, and transcription machine.

• Provide general administrative support and any other duties as assigned.

Executive Support

• Coordinate daily calendars of senior executives.

• Prepare travel arrangements for executives and management team as needed.

• Keep the executive team on time and on task.

• Respond promptly to management team queries.

• Prepare expense reports, miscellaneous reports, memos, invoice letters, and other documents.

Position Requirements:

• Associate degree or equivalent combination of education and at minimum 5 years proven professional experience as an executive administrative assistant. Experienced in event planning. Proficient with office management systems, ERPs and MS Office

• Experienced using online calendars and cloud systems.

• Experience using office equipment.

• Strong verbal and written communication skills (via phone, email and in-person)

• Experience exercising discretion and confidentiality with sensitive company information.

• Excellent organizational skills with an ability to think proactively and prioritize work.

• Strong time management skills

• Strong problem solving and analytical thinking skills.

Physical Demands

• Standing: Frequently

• Walking: Frequently

• Sitting: Frequently

• Handling/Fingering: Frequently

• Bending: Frequently

• Pushing/Pulling 12 lbs or less: Frequently

• Lifting/Carrying 10 lbs or less: Frequently

• Lifting/Carrying 11-20 lbs: Occasionally

• Reaching Outward: Occasionally

• Reaching Above Shoulder: Occasionally

• Squatting/Kneeling: Occasionally

This job description is intended to provide information regarding the essential functions and basic duties of this position. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and duties that could be assigned. Additional functions and requirements may be assigned by management as it deems appropriate. This document does not constitute a contract and is subject to change at the discretion of Hoffman Hydronics.

EOE/ Vets / Disabled