What are the responsibilities and job description for the Administrative Assistant position at Valley Queen?
JOB DESCRIPTION
Position Summary
This position provides administrative and front office support to ensure efficient day-to-day operations of the corporate office. This role supports executive and administrative functions, including scheduling coordination, document preparation, meeting support, and event assistance, while also providing front office coverage and managing receptionist responsibilities. It also supports multiple departments and leadership members while maintaining a high level of professionalism and confidentiality.
Essential Functions
- Answer incoming calls and direct callers to appropriate associates or voicemail.
- Greet visitors, vendors, and guests; manage check-in and determine appropriate access.
- Provide general company information including directions and contact details.
- Distribute incoming mail, email, and correspondence.
- Maintain a professional and organized reception area.
- Prepare, format, and distribute reports, memos, letters, and documents.
- Coordinate meetings including scheduling, room setup, and calendar support.
- Assist with meeting preparation including materials, agendas, and refreshments.
- Maintain electronic and physical filing systems for records and documents.
- Provide administrative support to the Executive Administrative Assistant and ELT as needed.
- Assist with coordination of company events and special projects.
- Support internal communications and employee recognition activities.
- Assist with travel arrangements as directed.
- Perform clerical duties such as photocopying, scanning, filing, and data entry.
- Support departmental administrative needs as assigned.
- Maintain a high level of confidentiality in all company matters.
- Demonstrate professionalism and strong customer service in all interactions.
Competencies
- Communication Proficiency
- Customer Service Orientation
- Attention to Detail
- Time Management/Prioritization
- Ability to Multitask
- Organization Skills
- Dependability
- Confidentiality
- Computer Skills
- Flexibility
Supervisory Responsibility
This position has no supervisory responsibilities but may provide general assistance and coordination across departments.
Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment and technology.
Physical Demands
The physical demands for this position are primarily sedentary. The employee is regularly required to talk or hear and frequently sit, stand, and walk. The employee may occasionally lift up to 25 pounds.
Position Type/Expected Hours of Work
This is a full-time position. Base hours are 8:00 a.m. to 5:00 p.m., Monday through Friday.
Travel
Occasional local travel may be required for this position.
Required Education, Experience & Certifications
- High school diploma or GED.
- Working knowledge of Microsoft Office applications
Preferred Education, Experience & Certifications
- Associate degree in business administration or related field.
- Experience in administrative support or an office environment.
- Bilingual in English/Spanish.
Additional Eligibility Qualifications
None.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of responsibilities, duties or tasks required. Responsibilities may change at any time with or without notice.
Monday - Friday
8:00 AM to 5:00 PM