Administrative Assistant

Hussey Seating Company; North Berwick (ME); On-site; USD 27,000 - 41,000; Full time

Job summary

Hussey Seating Company in Maine is seeking an Administrative Assistant to provide broad administrative and operational support across departments. The role requires strong organizational skills and the ability to handle multiple priorities in a professional setting.

You will greet visitors, manage calls, coordinate meetings, assist with events and shipments, and help maintain office supplies and shared files, contributing to a efficient and courteous workplace culture.

Qualifications

• High school diploma or equivalent required.
• 6 months to 1 year of relevant administrative experience preferred.
• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook).
• Experience with shipping express mail services a plus.

Responsibilities

• Serve as first point of contact for onsite visitors and sign-in process.
• Answer and direct incoming calls to employees and partners.
• Coordinate conference room scheduling and ensure spaces are prepared.
• Assist with events, meetings and employee activities.
• Process mail and distribute packages; draft communications as needed.
• Maintain and organize shared Administrative Team files and templates.
• Arrange domestic shipping and manage office supplies and equipment maintenance.

Skills

Strong communication

Time management

Attention to detail

Multitasking

Team player

Education

High school diploma or equivalent

1 year admin/related experience

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Salesforce (plus)

Job description

POSITION OVERVIEW:The Administrative Assistant provides comprehensive administrative and operational support across a variety of departments and functions throughout the organization. This role serves as a key resource for employees, visitors, and external contacts by helping ensure day-to-day administrative needs are handled efficiently, professionally, and accurately.Responsibilities include coordinating and supporting a broad range of administrative activities, including managing incoming calls and visitors, processing and distributing mail and correspondence, supporting lead processing and requisitions, coordinating office supply orders and inventory, and assisting with other departmental and company-wide administrative needs.The Administrative Assistant is expected to demonstrate strong organizational and communication skills, attention to detail, sound judgment, and the ability to effectively manage multiple priorities. The position works collaboratively across departments and contributes to an organized, responsive, and professional workplace environment.DUTIES and RESPONSIBILITIES:Serve as a professional first point of contact for onsite visitors. Greet and check in visitors and ensure established visitor procedures are followed, including signing in upon arrival, wearing the appropriate visitor badge while onsite, and signing out and returning the badge upon departure.Answer and appropriately direct incoming calls from employees and external business partners, including authorized dealers, ensuring calls are handled promptly and professionally.Coordinate and manage conference room scheduling and ensure meeting spaces are organized, appropriately stocked, and prepared for daily business needs.Assist with the coordination, planning, setup, and execution of employee activities, company events, meetings, and other functions.Coordinate departmental lunches and food orders, including placing orders, arranging delivery or pickup, setting up food and beverages, and ensuring meeting areas are cleaned and restored following the event.Receive, sort, and distribute incoming mail and coordinate outgoing correspondence and packages.Prepare, edit, and distribute professional communications, including emails, reports, memos, employee announcements, company updates, raffles, and other correspondence as needed.Create, organize, and maintain the Administrative Team shared files and resources, including templates, procedures, instructions, reference materials, and daily task assignments.Provide administrative support and coverage to departments and fellow Administrative Team members based on business needs, priorities, and workload.Coordinate domestic and express shipping services, including FedEx, UPS, DHL, and other carriers, and prepare and package materials for shipment as required.Order, organize, and maintain appropriate inventory levels for office, coffee, kitchen, breakroom, conference room, and general workplace supplies, including management of printer and toner supply programs.Coordinate service needs for breakroom and kitchen equipment, including coffee equipment and vending machines, and communicate maintenance or service issues to the appropriate internal contact or vendor.Monitor designated recycling collection areas and notify the appropriate contact when service or pickup is required.Assist the Administrative Team Lead and fellow Administrative Team members with special projects, research, reports, company-wide initiatives, and events.Process check requests, travel reimbursements, invoices, and other administrative documentation accurately and in accordance with established procedures.Process and distribute company leads accurately and in a timely manner to ensure appropriate follow-up.Perform additional administrative duties, special projects, and other responsibilities as assigned.COMPETENCIES: (Knowledge, Skills and Abilities)Highly motivated and able to work independently with minimal supervision.Effective time management skills.Strong communication skills.Strong organizational skills and strong attention to detail.Ability to maintain confidentiality.Good interpersonal communication skills and professional demeanor.Team player with the ability to maintain good working relationships across the organization and to outside vendors, board members, customers, and dealers.Multitasking various assignments.Process improvement ability.Strong computer skills.Strong telephone answering skills.Professional flexibility and cooperative ability to adapt and manage change in the workplace.EDUCATION/EXPERIENCE/ADDITIONAL QUALIFICATIONS:High school diploma or equivalent.6 months to 1 year of relevant experience or combination of education and experience is preferred.Strong knowledge of Microsoft suite including Word, Excel, PowerPoint and Outlook.Experience with shipping through express mail services, preferred.Experience with Sales Force a plus.PHYSICAL REQUIREMENTS:Squat/kneel, bend/stoop, twist/turn, grasp and reach overhead.Must be able to lift 20lbs as needed.Extended walking throughout the campus.Extended standing at special events.Must wear Personal Protective Equipment (PPE) as required.JOIN A TEAM THAT BUILDS MORE THAN GREAT PRODUCTSAt Hussey Seating Company, we’re more than a manufacturer – we’re a family-owned company that has been building places where people come together since 1835. Our success has always been driven by our people, and we’re committed to creating a workplace where employees are respected, supported, and given opportunities to grow. Our culture is grounded in our core value that “We are a family business in it for the long run.” That commitment is reflected in how we invest in our employees through competitive pay and benefits, profit sharing, learning and development opportunities, and a workplace built on teamwork, integrity, and mutual respect.Hussey Seating Company uses a market-based approach to compensation. The anticipated starting range for this position is $19.68 to $29.52 per hour. Individual compensation is determined based on several factors, including experience, skills, education, certifications, internal equity, and the responsibilities of the position.If your experience doesn’t match every qualification in this posting, we still encourage you to apply. We recognize that great candidates bring different experiences and perspectives, and we’re always looking for people who share our commitment to quality, innovation, teamwork, and continuous learning.If you’re looking for more than just a job – if you’re looking for the opportunity to build a career with a company that’s been investing in its people for nearly two centuries – we’d love to hear from you!Hussey Seating Company is an Equal Opportunity Employer, and all qualified applicants will receive consideration for employment without regard to race, color, gender, religion, age, sexual orientation, gender identity, national or ethnic origin, marital status, veteran status or any other category protected by law.