Administrative Assistant

The Administrative Assistant will provide high-level administrative support to company executives and assist with day-to-day office operations. This role requires excellent organizational skills, attention to detail, the ability to handle sensitive information with discretion, and the ability to manage multiple tasks in a fast-paced environment.

The Details

Characteristics

• Highly- Organized, Problem Solver and Multi -Tasker
• Demonstrates sound judgement in managing confidential matters
• Places great value on relationships with ALL team members, customers and vendors
• Customer-service oriented, Friendly, Flexible, Team player
• Has a high degree of emotional intelligence and an inherent willingness to help others
• Safety - Conscious
• Places great value on continuous learning and self - improvement
  
  

Requirements

• High school diploma; associate or bachelor's degree in business, administration, or related field preferred
• Proven experience as an executive assistant, administrative assistant, or similar role
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Excellent written and verbal communication skills
• Ability to prioritize tasks and work independently
• High level of professionalism and discretion
• Strong problem-solving and time management skills
  
  

Physical Requirements

• Able to lift 25 lbs.
  
  

Responsibilities

• Attend and participate fully in Internal Mavin Company meetings
• Weekly All-Staff Meetings
• Quarterly Meetings
• Manage Leadership team calendars, schedule meetings, and coordinate appointments
• Prepare and edit correspondence, reports, and presentations as needed
• Handle confidential information with discretion, integrity and care
• Support human resources and accounting functions as needed
• Manage company contact list
• Help organize company events, meetings, and team communications in conjunction with Marketing
• Welcomevisitorsandprovideassistanceasneeded
• Answerand direct phone calls on main office phone
• Receive packages and mail and distribute
• Process and return packages as needed
• Monitorandmaintainofficeequipment;inventorysuppliesandorderreplacement supplies as needed
• Monitorkitchenandcleaningsupplies, drinks and snacksthroughoutofficeandreplenishasneeded
• Maintain drinks and cleaning supplies at the warehouse
• Organizecatering,coffeeandotherrefreshmentsfor internal and external meetings
• Ensure common areas and office operations run smoothly
• Assist with special projects and process improvements
• On an as needed basis, assist project teams with owner meeting minute packets, project closeout documentation.
  

Your Impact (Value How You Make a Difference)

• Maintain a team-oriented environment and positively lead through challenges and obstacles
• Add value to others in terms of leadership, mentorship and knowledge transfer to grow the company from within
• Add to the company culture and improve overall organizational health
  
  

Reporting Structure

• Reports to: Chief Financial Officer
• Direct Reports: None