Administrative Assistant Job Grand Rapids area,Michigan USA,Administrative/Clerical

Job Details

Level
:
Entry

Job Location
:
Grand Rapids Corp Headquarters - Grand Rapids, MI 49504

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

Provides support services for corporate office and general operations, including maintaining and scheduling multiple calendars and events

Answers phone calls and inquiries from internal and external customers providing excellent customer service

Plan and coordinate corporate and departmental events, including room reservations, travel arrangements, catering and supplies

Prepares operational reports and schedules to ensure accuracy and efficiency

Prepare reports, manuals, correspondence or other information required by department managers, directors, or executive team

Prepares invoices, reports letters, financials and other documents using word processing, spreadsheet, database or presentation software

Reads and analyzes incoming memos, documentation and reports to determine significance and plan their distribution

Acquires, distributes and stores major office supplies and logo wear for corporate and field offices

Manages personal use/company vehicles maintaining relationships with existing vehicle leasing company and ordering new vehicles as needed

Manages fuel cards for company fleet through Fleet One, Speedway and Pac Pride

Maintains the administration of truck maintenance documentation program to support the entire small and big truck functions and processes

Assists field staff and managers on use of truck maintenance software and monitor workflow into the system for accuracy and reporting.

Work with suppliers/vendors to ensure that they efficiently and effectively provide needed goods or services within budgetary limits

Exercise discretion and confidentiality; protects sensitive and private information learned during the course of completing job responsibilities when supporting executive management

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…


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