Administrative Assistant

Job Overview

Our client is seeking a highly organized and proactive Administrative Assistant to support their daily operations in Salt Lake City, UT. This role involves providing essential clerical and administrative support, with a focus on ensuring smooth operations and effective communication. The Administrative Assistant will report directly to the General Manager and will be involved in a variety of tasks, including event organization, vendor interactions, and purchasing. This is a contract and onsite position.

Key Responsibilities

• Manage and prioritize the General Manager's schedule, including calendar appointments, meetings, and travel itineraries.
• Provide administrative support to the Operations Manager and engineering team, ensuring all tasks are completed efficiently.
• Organize and coordinate onsite events, from logistics to execution.
• Participate in gamma walks on the manufacturing floor periodically, a lean manufacturing practice, and ensure follow-through on any resulting tasks.
• Maintain records and follow up on action items identified during gamma walks.
• Coordinate and facilitate conference calls and related arrangements.
• Draft and initiate routine and non-routine correspondence and memoranda on behalf of the client.
• Handle confidential and critical information with the utmost discretion.
• Organize and maintain the client's filing system, ensuring all correspondence and records are properly filed.
• Answer and screen incoming calls for the General Manager, providing information to callers and arranging conference calls.
• Interact with vendors, coordinating purchases and managing related documentation.
• Manage daily operations, including data entry, paperwork processing, and handling transactions.
• Collaborate with the engineering team and other internal teams to ensure smooth operations.
• Arrange and coordinate travel schedules and reservations for the team.
• Organize and coordinate meetings, prepare agendas, reserve facilities, and record and transcribe meeting minutes.
• Copy and distribute correspondence and other printed materials, and maintain key distribution and contact lists.
• Operate a personal computer and use various software packages to support the client's needs.
• Assist in planning and executing logistics for company meetings, special events, and promotional activities, including food and beverage selection and arranging for audio-visual, transportation, and other services.
• Collect and prepare information for executive staff meetings and discussions with external stakeholders.
  
  

Qualifications

• Minimum of 2 years of relevant experience in an administrative role.
• Hands-on individual with strong interpersonal skills.
• Excellent organizational abilities and attention to detail.
• Self-starter with the ability to work independently in a fast-paced environment.
• Proficiency in Microsoft Office, including Outlook, Excel, and PowerPoint.
• Strong written and verbal communication skills.
• Problem-solving mindset with strong analytical skills.
• Ability to manage multiple tasks and projects simultaneously.