Administrative Assistant

2 weeks ago


Salt Lake City, United States Focus Full time $27 - $30
Job DescriptionJob Description

Job Overview:
Our client is seeking a highly organized and proactive Administrative Assistant to support their daily operations in Salt Lake City, UT. This role involves providing essential clerical and administrative support, with a focus on ensuring smooth operations and effective communication. The Administrative Assistant will report directly to the General Manager and will be involved in a variety of tasks, including event organization, vendor interactions, and purchasing. This is a contract and onsite position.

Key Responsibilities:

  • Manage and prioritize the General Manager's schedule, including calendar appointments, meetings, and travel itineraries.
  • Provide administrative support to the Operations Manager and engineering team, ensuring all tasks are completed efficiently.
  • Organize and coordinate onsite events, from logistics to execution.
  • Participate in gamma walks on the manufacturing floor periodically, a lean manufacturing practice, and ensure follow-through on any resulting tasks.
  • Maintain records and follow up on action items identified during gamma walks.
  • Coordinate and facilitate conference calls and related arrangements.
  • Draft and initiate routine and non-routine correspondence and memoranda on behalf of the client.
  • Handle confidential and critical information with the utmost discretion.
  • Organize and maintain the client's filing system, ensuring all correspondence and records are properly filed.
  • Answer and screen incoming calls for the General Manager, providing information to callers and arranging conference calls.
  • Interact with vendors, coordinating purchases and managing related documentation.
  • Manage daily operations, including data entry, paperwork processing, and handling transactions.
  • Collaborate with the engineering team and other internal teams to ensure smooth operations.
  • Arrange and coordinate travel schedules and reservations for the team.
  • Organize and coordinate meetings, prepare agendas, reserve facilities, and record and transcribe meeting minutes.
  • Copy and distribute correspondence and other printed materials, and maintain key distribution and contact lists.
  • Operate a personal computer and use various software packages to support the client's needs.
  • Assist in planning and executing logistics for company meetings, special events, and promotional activities, including food and beverage selection and arranging for audio-visual, transportation, and other services.
  • Collect and prepare information for executive staff meetings and discussions with external stakeholders.

Qualifications:

  • Minimum of 2 years of relevant experience in an administrative role.
  • Hands-on individual with strong interpersonal skills.
  • Excellent organizational abilities and attention to detail.
  • Self-starter with the ability to work independently in a fast-paced environment.
  • Proficiency in Microsoft Office, including Outlook, Excel, and PowerPoint.
  • Strong written and verbal communication skills.
  • Problem-solving mindset with strong analytical skills.
  • Ability to manage multiple tasks and projects simultaneously.


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