Administrative Assistant

Summary:

The Administrative Assistant supports the corporate office and general operation which includes administrative services for President and Chief Operating Officer as well as other executive or management level personnel as requested, administrative support of personal company fleet vehicles, office facilities, primary coordinator for all company and management events, and administrative support of fleet maintenance program for all company trucks and vehicles.

The Administrative Assistant supports the organization’s mission, vision and core values by demonstrating the following: integrity, safety and environmental protection, customer service, open communication, diversity, teamwork and financial responsibility.

Essential duties and Responsibilities:

1. Provides support services for corporate office and general operations, including maintaining and scheduling multiple calendars and events
2. Answers phone calls and inquiries from internal and external customers providing excellent customer service
3. Plan and coordinate corporate and departmental events, including room reservations, travel arrangements, catering and supplies
4. Prepares operational reports and schedules to ensure accuracy and efficiency
5. Prepare reports, manuals, correspondence or other information required by department managers, directors, or executive team
6. Prepares invoices, reports, letters, financials and other documents using word processing, spreadsheet, database or presentation software
7. Reads and analyzes incoming memos, documentation and reports to determine significance and plan their distribution
8. Acquires, distributes and stores major office supplies and logo wear for corporate and field offices
9. Manages personal use/company vehicles maintaining relationships with existing vehicle leasing company and ordering new vehicles as needed
10. Manages fuel cards for company fleet through FleetOne, Speedway and PacPride
11. Maintains the administration of truck maintenance documentation program to support the entire small and big truck functions and processes
12. Assists field staff and managers on use of truck maintenance software and monitor workflow into the system for accuracy and reporting.
13. Work with suppliers/vendors to ensure that they efficiently and effectively provide needed goods or services within budgetary limits
14. Exercise discretion and confidentiality; protects sensitive and private information learned during the course of completing job responsibilities when supporting executive management
15. Other duties as assigned

Reports to:

This position reports to the Chief Operating Officer.

Supervisory Requirements:

None

Travel/Relocation Requirements:

This position may require occasional day and overnight travel. 

Qualification Requirements:

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.

Education and/or experience:

High school diploma or equivalent and a minimum of 5 years administrative work with multiple management and team lead support. Strong business experience, communication, organization, project management and interpersonal skills and solid experience with computers/MS Office products are strongly preferred.

Leadership:

Must possess excellent interpersonal and communication skills, the ability to lead people, to achieve results through others, to develop people, and the ability to work effectively with people in a variety of positions and experience levels in the organization.

Reading, Writing, and Math Skills:

Professional Level: Writing – internal and external for customers, vendors and other contacts; may be contracts, policy or technical/industry specific formats and/or content; Math - technical in nature such as financial statements, pro-formas, budgets and analytical data, ability to apply basic algebra and geometry concepts; Reading – Comprehension, interpretation and application of information from technical manuals, research materials, regulations and codes, and industry terminology. Communication - Must posses the ability to create meaningful and understandable presentations and materials for a wide audience with varied applications

Reasoning Ability:

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule; Ability to interpret documents such as safety rules, operating or maintenance instructions and procedure manuals.

Certificates, licenses, registrations:

None

Technical Skills:

Working knowledge of computers; Advanced level of Microsoft Excel, Word, PowerPoint and Outlook.

Key Competencies:

To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position.

• Interpersonal Effectiveness:  Interacting well with others to achieve goals with minimal conflict and confrontation.  Refrains from emotional outbursts and is constructive in approach to others. Knows when to speak and when to remain silent. Is direct and straightforward with people, does what they say they will do.  Takes responsibility for mistakes and shortcomings. Is polite and courteous. 
• Collaboration:  Understands the importance of relationships to enabling effective teamwork.  Modifying personal style, focusing on the needs of others, celebrating contributions of other team members.

• Communication:  Stays on topic, clear and concise when presenting information. Listens carefully and respectfully to what others are saying. Asks questions. Seeks understanding. Consistency with non-verbal and verbal messages. Uses best method of communication to meet the situation (i.e. email, phone, face-to-face, written).
• Self-Management:  Uses time and resources effectively. Is organized. Stays on task and focuses on most important items first. Completes assignments accurately, legibly and meets deadlines. Performs work with minimal supervision and/or direction. Makes decisions within scope of authority and appropriate to the situation

• Flexibility:  Adopts new methods, procedures and changes in a positive manner. Works effectively in a variety of situations. Adapts to changes in the work environment, manages competing demands and is able to deal with frequent changes, delays or unexpected events.

• Business Acumen I:  Understands how organization makes money. Understands policies and procedures in context of the business and impact on profitability.  Contributes to success by making suggestions and problem solving in a constructive manner.

• Project Management:  Creates project plans that organize and aligns the resources and efforts of all involved.  Plans, tracks and monitors specific steps and milestones of the goal or task through completion.

• Problem-Solving:  The individual identifies and resolves problems in a timely manner and gathers and analyzes information skillfully.  Ability to decipher problems versus complaints. Ability to problem-solve.

• Customer Service:  The individual manages difficult customer situations, responds promptly to customer needs and solicits customer feedback to improve service. Listening skills: Willing to listen to drivers, office personnel, management, vendors and customers regarding their concerns.

• Administrative:  Ability to use/run variety of software programs and office equipment. Develop and maintain an accurate record-keeping system; Understand all filing formats (alphabetical, numerical, alpha-numeric, topical).Knowledge of state and federal record-keeping requirements.

Work Environment:

The work environment characteristics described here are representative of those encountered while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit, talk, hear, reach with hands and arms, stand and walk. The employee is required to operate keyboard, calculators, computer mouse and other office equipment requiring manual dexterity and hand-eye coordination. 

The employee must regularly lift and/or move up to 15 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision.

While performing the duties of this job, the employee regularly works indoors.  The noise level in the work environment is usually quiet.  The employee performs work in an office environment with several other team members and the public.

The noise level in the work environment is usually moderate.