What are the responsibilities and job description for the Admin Assistant position at Interstates?
Take Charge of Your Career at Interstates
At Interstates, we don't just show up to work, we show up for each other. From our headquarters in Iowa to job sites across the country, we're doing award-winning electrical, controls, automation, and OT work that powers industrial facilities for clients here in the U.S. and around the world. Whether you're bending conduit, wiring panels, writing code, supporting projects, or helping things run behind the scenes, you'll be part of a crew that works hard, shares laughs, and takes pride in doing quality work. We believe in building strong teams, doing the right thing, and making a difference in the communities where we live. If you want to grow and do meaningful work, you'll feel at home here.
At Interstates, we value people who take initiative, care about details, and help create a team environment where others can do their best work. The Administrative Assistant team plays an important role in supporting leaders, keeping communication organized, and helping day-to-day operations run smoothly.
This position is a great fit for someone who enjoys being a trusted partner, staying a step ahead, and helping teams stay aligned and on track in a dynamic environment.
Key Responsibilities
Calendar & Meeting Coordination
- Manage calendars for Supply Chain leaders
- Schedule internal meetings
- Coordinate meetings with vendors and external partners
- Help leaders stay prepared for upcoming commitments
Travel & Expense Support
- Coordinate travel arrangements, including logistics with internal and external teams
- Assist with expense tracking and reporting
Vendor Coordination & Engagement
- Schedule and manage strategic vendor check-ins, including quarterly, biannual, and annual meetings
- Coordinate vendor meetings
- Prepare agendas and capture meeting notes
- Track action items and follow up to help ensure completion
Administrative & Operational Support
- Maintain leader inboxes while they are traveling
- Enter and update contact information and meeting notes in Dynamics
- Support team organization and communication
- Help keep information accurate and up to date
What Success Looks Like in This Role
- Leaders feel supported because calendars, communication, and follow-up are handled with care and consistency
- Meetings are well-organized, with clear agendas, accurate notes, and timely action item tracking
- Vendors and internal partners experience professional, timely coordination that reflects Interstates' commitment to strong relationships
- Information in Dynamics is accurate and current, helping the team stay organized and connected
- You build trust by being dependable, proactive, and someone the team can count on
Qualifications
Required
- 1 year of administrative, coordination, or similar support experience
- Strong organization and time management skills
- Excellent written and verbal communication skills
- Ability to manage multiple priorities with attention to detail
- Proficiency with Microsoft Office tools, including Outlook, Teams, OneNote, and Excel
Key Competencies
- Proactive, dependable, and self-directed
- Strong attention to detail
- Effective communicator and collaborator
- Able to anticipate needs and solve problems
- Professional and confident when working with vendors and stakeholders
Location
This position is based in our Omaha, NE or Sioux Center, IA office.
Travel
This role may require occasional travel based on business needs, up to 10%.
Benefits of Working at Interstates
- 401(k) Retirement Plan Company Match
- Health, Dental, and Vision Insurance Benefits
Including short- and long-term disability, group life insurance, and more - Company Discount Perk Program
Access discounts with well-known brands across the country - Paid Time Off & Holiday Pay
Flexible scheduling to support work/life balance - Bonus Incentives
Including year-end incentives and merit increases - Family- and safety-focused culture
A team that cares about you as a whole person, not just your work - Company-sponsored holiday events, team celebrations, and community outreach volunteer time
- Advancement opportunities that support long-term career goals
- Career coaching and ongoing development support
Why Join Interstates?
At Interstates, we know our success starts with people who are committed, collaborative, and ready to help the team succeed. If you enjoy bringing order to busy days, supporting leaders, and building strong working relationships, this could be a great opportunity for you.
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What You Should Know Before You Apply
Interstates may collect personal information as part of your job application, such as your contact details, work history, education, and any information you provide. This information is used only for recruitment, to evaluate your candidacy, and to meet legal requirements. For details about our privacy practices and your rights under the California Consumer Privacy Act (CCPA), please see our Privacy Policy. By applying, you acknowledge that you have reviewed this notice.
Interstates is an EEO provider and offers a drug-free workplace. Employment at Interstates is at-will and may be terminated at any time with or without notice or cause, except as otherwise provided by law.
Benefits:
Health Insurance, 401K Plan, Vacation & Paid Time Off