Administrative Assistant

Express Seed Company™; Oberlin (OH); On-site; USD 40,000 - 50,000; Full time

Job summary

Express Seed Company™ is seeking an Administrative Assistant to support front desk, communications, and office operations in a climate-controlled office. The role requires strong organizational skills, detail orientation, and the ability to balance multiple priorities.

You will greet visitors, manage messages, coordinate meetings, handle travel arrangements, process expenses, maintain vendor relationships, and assist the Marketing Operations Manager.

Qualifications

• High school diploma or GED or relevant experience.
• 3+ years of training or experience in customer service or administrative duties.
• Proficient in multiple technical competencies relevant to the job (Microsoft Office, Excel, Word, Adobe)

Responsibilities

• Greet visitors, screen incoming telephone calls, take and deliver accurate messages.
• Maintain the appearance and cleanliness of the front desk, lobby, and conference rooms.
• Maintains, organizes, and orders supplies for company use.
• Maintain facility relationships with vendors, including cleaners, building superintendents, and vending.
• Maintain professional and responsive communication with internal staff.
• Schedule, coordinate, set up, and break down routine and complex meetings, lunches, and coffee.
• Provide advanced support reporting directly to the Marketing Operations Manager.
• Assist in planning monthly employee engagement activities.
• Assist in the planning and coordination of travel, tradeshows, and other events, including but not limited to reserving travel, staging, packing, and loading and unloading tradeshow materials in the warehouse.
• Handle confidential information pertaining, but not limited to, licensing and supplier agreements.
• Manage expense reports, including reviewing, approving, and processing.
• Assign and set up all new customer accounts, as well as daily ongoing maintenance of existing accounts.
• Update and maintain the Sales Representative Directory.
• Provide occasional support to other management team members, sales representatives, and office staff.
• All other duties as assigned

Skills

Customer service

Administrative skills

Time management

Communication

Education

High school diploma or GED

Tools

Microsoft Office

Excel

Word

Adobe

Job description

The Administrative Assistant is a friendly, self-motivated, detail-oriented, critical thinker who enjoys working under many facets of responsibility, exercises good judgment in a variety of situations, has strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

JOB DUTIES:

• Greet visitors, screen incoming telephone calls, take and deliver accurate messages
• Maintain the appearance and cleanliness of the front desk, lobby, and conference rooms
• Maintains, organizes, and orders supplies for company use
• Maintain facility relationships with vendors, including cleaners, building superintendents, and vending
• Maintain professional and responsive communication with internal staff
• Schedule, coordinate, set up, and break down routine and complex meetings, lunches, and coffee
• Provide advanced support reporting directly to the Marketing Operations Manager
• Assist in planning monthly employee engagement activities
• Assist in the planning and coordination of travel, tradeshows, and other events, including but not limited to reserving travel, staging, packing, and loading and unloading tradeshow materials in the warehouse
• Handle confidential information pertaining, but not limited to, licensing and supplier agreements
• Manage expense reports, including reviewing, approving, and processing
• Assign and set up all new customer accounts, as well as daily ongoing maintenance of existing accounts
• Update and maintain the Sales Representative Directory
• Provide occasional support to other management team members, sales representatives, and office staff
• All other duties as assigned

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

• High school diploma or GED or relevant experience
• 3+ years of training or experience in customer service or administrative duties
• Proficient in multiple technical competencies relevant to the job (Microsoft Office, Excel, Word, Adobe)
• Ability to work independently, take initiative, and problem-solve under pressure
• Strong time management skills with the ability to handle multiple projects and meet multiple deadlines
• Must have excellent verbal and written communication skills
• Able to interact with people of all levels in a confident, professional manner

PHYSICAL ENVIRONMENT & REQUIREMENTS:

• Climate-controlled office environment
• Continuously requires vision, hearing, twisting, and talking
• Frequently requires sitting, standing, fine dexterity, and handling
• Occasionally requires walking, lifting (up to 30lbs), carrying, reaching, kneeling, pushing/pulling, bending, and crouching