Job description

Key Factors of Consideration for the Senior Administrative Assistant:

Top Level Admin Experience, Exceptional Customer Relations Skills, Scheduling Guru, Strong Leadership Abilities, Willingness to Learn and Take Direction, Flexibility, Follow Through, Education and some Exposure to Marketing and Printing and Sign Making.

Who We Are

Imaginate Your Space is an established design company which houses two subsidiaries providing amazing interior rebranding and creative design for school spaces throughout the country. ImaginateYourSpace.com is our full custom, branding and interior design company and PunchArtGraphics.com is our online direct-to-customer company, providing quality and durable graphics and signs. Our well-trained and professional staff aim for excellence on every project. We provide competitive wages and paid training. When you work for Imaginate Your Space, you are part of a well-established, fully hands-on, locally owned, and operated team.

Who We Are Looking For:

We are looking for a take-charge leader who is detail-oriented and has a strong work ethic. The ideal candidate for this role has maturity and confidence to see the big picture and anticipate next moves while remaining flexible enough to redirect when instructed. You will be the point of contact for all client relations therefore you must have exceptional etiquette and language skills. Our clients are our number one priority, and they will be treated with respect at all times. You will be comfortable communicating regularly with team members, keeping everyone up to date and fully informed. We are looking for someone who is excited about being an important member of the team, fully supportive and proud of our work. You will regularly work 40-hours/week on site and occasionally remotely (as needed). Some overtime and weekend hours may be required. Occasional overnight travel may apply.

In addition, the Senior Administrative Assistant must have the ability to see color, climb stairs, lift up to 30 pounds, possess a valid driver’s license and have continual access to a car.

What you’ll do:

Manage busy calendar by scheduling meetings and entering important dates for production.

Coordinate and create virtual meeting links.

Record meeting minutes and post for the team.

Communicate with Clients and flow information down to the team.

Generate Contracts and budget documents.

Register for conferences and events.

Attend trade shows.

Manage lists from trade show sales leads and send marketing materials.

Reserve hotels for the team.

Rent equipment as needed.

Proofread documents.

Purchase office and shop supplies.

Assist with various team projects in-house or on the road, as required.

Qualifications:

• 3-5 years’ experience serving as Admin to top level execs.
• Exceptional attention to detail and organizational skills.
• Thorough understanding of Microsoft Office applications, especially Outlook and Excel plus Google Docs and Zoom.
• Exceptional organization & job tracking.
• Performs well with self-driven follow through.
• Exceptional written and verbal communication skills.
• Must be able to handle multiple projects simultaneously.
• Ability to think critically and problem-solve.
• Friendly personality.
• Ability to wear many hats.
• Willingness to learn new skills.
• Able to work random overtime or occasional Saturdays.
• Must be able to travel overnight 1 or 2 times per year.
• Self-motivated person, capable of working independently.

Physical Requirements:

• Sitting
• Standing for long periods of time
• Kneeling
• Reaching
• Using a computer
• Using a phone
• Ability to see full color

Eligibility to work in the US is a must. No sponsorships or relocation are being offered.

What You'll Get

• Biweekly Payroll
• Paid Time Off/Vacation
• 401K w/Company Match
• Sense of Pride at Project Completion
• Fantastic Coworkers

Work Environment

• Clean, Semi-Open floorplan, industrial warehouse with climate control.
• Smoke free
• K-9 friendly
• Drama free – Home life stays at home.
• Pleasant, Respectful and Mindful of ALL.

Legal Stuff

• Provide valid US work authorization documents for E-Verify
• Satisfactory results of pre-employment background
• Valid driver’s license with clean driving record

We Believe in Diversity, Equity & Inclusion Commitment

This job description is subject to change at any time. It reflects management’s assignment of essential functions and does not exclude or restrict the tasks that may be assigned. Imaginate Your Space and its subsidiary companies are equal opportunity employers; we strongly value diversity at our companies. We do not discriminate on race, religion, color, national origin, disability, sexual orientation, gender identity, gender expression, age, marital status, veteran status, or any other basis prohibited by law. Imaginate Your Space will provide reasonable accommodation to allow an applicant to participate in the hiring process (e.g., accommodation for a test or job interview) if so requested.

Job Type: Full-time

Pay: From $50,000.00 per year

Benefits:

• 401(k)
• Paid time off

Schedule:

• 8 hour shift

Education:

• High school or equivalent (Preferred)

Experience:

• Administrative: 1 year (Preferred)

Ability to Commute:

• Worcester, MA 01607 (Preferred)

Ability to Relocate:

• Worcester, MA 01607: Relocate before starting work (Required)

Work Location: In person