Administrative Assistant (Part-time)

Grand Rapids, MI
The Administrative Assistant provides support to the organization through a variety of administrative tasks. This position executes routine duties such as editing and distributing company correspondence, maintaining inventory and ordering supplies, distributing company mail, monitoring conference room calendars, and acting as the liaison for designated vendors that support the company’s internal operations. Other job functions include assistance with organizing and preparing for internal company events, hospitality to guests and internal team members, and providing back-up support for reception. This position reports to the Human Resources Manager.
Essential Functions
  • Support the internal functions of the organization through ordering and maintaining appropriate stock levels of office supplies, distributing mail, monitoring conference room calendars, meeting and conference call scheduling assistance, working with designated vendors, editing and distributing company correspondence, and documentation/record-keeping for assigned internal projects
  • Provide back-up support to reception for breaks and absences. Greet visitors, screen, and direct phone calls.
  • Preparation and support for internal company events. Assist with the planning, organization, correspondence, purchasing of supplies, food orders, and event setup and tear down for internal events, social gatherings, activities, and meetings.
  • Hospitality – Ensure the needs of guests are not only met, but exceeded.
  • Assist with special projects, as needed.
  • Customer Focus: Gives customers’ internal/external needs priority and responds quickly to customer concerns. Demonstrates a desire to assist others, promotes positive behavior to internal/external customers. Eliminates systems/bureaucratic barriers to deliver exceptional service.
  • Quality of Work: Verifies work to ensure accurate results; requires minimal rework. Follows work instructions, procedures, and company policies. Meets productivity standards, deadlines and project schedules; handles high volume of workload.
  • Company Culture: Influences others to be excited and committed to a customer-centered work place. Supports the culture with daily actions of caring for and engaging with others creating camaraderie. Embraces the value of innovation, best practices and entrepreneurial ideas.
  • Job Specific Knowledge: Proficient in computer skills; mastery of specialized technology and software tools. Capably handles required administrative functions such as document processing, report compilation, project management.
  • Dependability: Can be counted on when scheduling and making staffing plans, especially during critical business times. Consistently punctual and dependable in attendance. Leads by example and sets standards for professional behavior; voluntarily assists others.
Education / Experience
  • Associates or Bachelor’s Degree, preferred
  • Three or more years’ experience in an administrative field
Technical Knowledge
  • Computer and office processes and procedures, typing over 70 WPM; trouble-shoot office equipment
  • MS Office Suite including Word, PowerPoint, Outlook, and Excel
  • SharePoint, Snag-It, Zoom, Photo Shop, Avaya Receptionist Console, Adobe Reader
  • Attention to detail
  • Exceptional written and verbal communication skills

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

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