Administrative Assistant - Executive Support

Western Trailers; Boise (ID); On-site; USD 26,000 - 36,000; Full time

Job summary

Western Trailers in Boise, Idaho, is seeking a proactive Administrative Assistant to support the CFO and executive team in a fast-paced, on-site environment. The role balances front-office coordination with high-level administrative duties, including scheduling, document prep, and handling confidential information.

The ideal candidate brings strong organizational skills, discretion, and customer service focus, with experience in MS Office and multi-line phone systems.

Qualifications

• Requires high school diploma or GED; associate degree or coursework in related fields preferred.
• 2–5 years of administrative/office coordination experience preferred.
• Experience supporting managers/executives and confidential functions is strongly preferred.
• Advanced professionalism, reliability, judgment, discretion, and confidentiality.
• Strong organization, prioritization, attention to detail, and ability to manage multiple deadlines.
• Excellent written and verbal communication; customer-service oriented.

Responsibilities

• Provide professional administrative support to the CFO and executive team, including scheduling and meeting coordination.
• Serve as a reliable point of contact for employees, customers, vendors, visitors, and callers; maintain a professional image.
• Welcome and direct visitors; respond to guest and public inquiries.
• Answer and route calls via a multi-line system; coordinate meetings and prepare agendas.
• Prepare, proofread, and maintain reports, spreadsheets, presentations, forms, and confidential documents.
• Support ad hoc projects for the executive team involving sensitive information.
• Maintain discretion and confidentiality with sensitive records and communications.
• Sort mail, distribute, and manage daily UPS shipments.
• Order office supplies and maintain inventory for Administration and Sales.
• Coordinate repair/maintenance of office equipment; assist with filing and recordkeeping.

Skills

Organizational skills

Discretion

Communication

Microsoft Office

Education

High school diploma

Tools

MS Office

PowerPoint

Job description

Western Trailers | Boise, Idaho

Full-time | On-site | Day Shift

Pay: $19.00–$26.00 per hour, depending on experience

Western Trailers is seeking a high-performing Administrative Assistant to support day-to-day office operations and provide dependable administrative support to the CFO and the executive team. This is an excellent opportunity for someone who is organized, proactive, professional, and comfortable working in a fast-paced environment where accuracy, follow-through, discretion, and customer service matter.

Job Description

The Administrative Assistant – Executive Support serves as a key member of the Administration team and helps keep the front office, executive support functions, and internal administrative processes running smoothly. This role balances reception and office coordination responsibilities with higher-level administrative support, including scheduling, document preparation, communication follow-up, handling confidential records, and special projects for leadership.

Responsibilities

• Provide professional administrative support to the CFO and executive team, including scheduling assistance, meeting coordination, correspondence, document preparation, and follow-up on assigned items
• Serve as a reliable point of contact for employees, customers, vendors, visitors, and callers while representing Western Trailers in a professional and helpful manner
• Welcome and direct visitors in person and over the phone
• Respond to guest and public inquiries
• Answer and route calls through a multi-line phone system
• Coordinate meetings, prepare agendas, organize meeting materials, take notes when requested, and track action items through completion
• Prepare, proofread, organize, and maintain reports, spreadsheets, presentations, forms, correspondence, and confidential business documents
• Support ad hoc projects and special assignments for the executive team, including projects involving confidential company, financial, personnel, vendor, customer, or operational information
• Maintain discretion and confidentiality when handling sensitive documents, conversations, files, and business information
• Sort incoming mail and distribute it to appropriate personnel and locations
• Manage outgoing mail and process daily UPS shipments
• Order office supplies and forms for the Administration and Sales departments, and help maintain supply inventory
• Coordinate repair and maintenance of office equipment
• Assist with filing, scanning, document organization, and general recordkeeping
• Provide office support services using various office machines, technology, and equipment
• Maintain a safe, organized, and clean reception area
• Learn new skills, anticipate needs, solve problems, and take on additional responsibilities as needed

Requirements / Qualifications

• High school diploma or GED equivalent required; associate degree or coursework in business administration, accounting, communications, office administration, or a related field preferred
• Two to five years of administrative assistant, office coordination, receptionist, executive support, or related experience preferred
• Experience supporting managers, executives, finance, operations, sales, HR, or confidential business functions is strongly preferred
• Advanced professionalism, reliability, judgment, discretion, and ability to maintain confidentiality
• Strong organization, prioritization, attention to detail, follow-through, and ability to manage multiple deadlines
• Excellent written and verbal communication skills with a professional, customer-service-oriented approach
• Proficiency with Microsoft Office programs, including Outlook, Word, Excel, and PowerPoint; ability to learn internal systems and office technology quickly
• Ability to work independently, anticipate needs, ask good questions, solve problems, and maintain a positive, team-oriented attitude
• Dependable transportation and consistent attendance