Administrative Assistant

1 week ago

Burlingame, United States Riggs Distributing, Inc. Full time
ADMINISTRATIVE ASSISTANT

Job Description

Riggs Distributing, Inc. is a luxury appliance distributor based in Burlingame, California. We distribute Sub-Zero, Wolf, Cove, and Best Hoods appliances throughout Northern California, Western Nevada, and Hawaii. Associates at Riggs Distributing must contribute towards our company values of Be Bold. Be Open. Be Gracious. Be ALL IN. Our core focus is to deliver exceptional support through quality interactions and amazing experiences.

Riggs Distributing, Inc. is growing, and this growth is driven by an expanding team of smart, motivated, and caring individuals. Our special and unique culture is of utmost importance and is essential to the success and growth of our team. The most important asset in our organization is the team that shows up to work every day with a positive attitude, because we are real people striving to do real good together. To succeed in this, we are adamant about adding the right individuals to our team who will support and protect our core values.

Position Overview:

We are seeking a highly organized and proactive Administrative Assistant to support our Sales Team of 7 people and manage minimal receptionist duties. This role requires excellent organizational skills, attention to detail, and the ability to balance multiple tasks efficiently. As part of your responsibilities, you will assist the sales team in scheduling, travel management, event coordination, and other administrative functions, while also picking up and routing phone calls as the company's primary receptionist.

Responsibilities, Expectations, and Key Processes include but are not limited to:

Key Responsibilities:

Administrative Support to the Sales Team:
  • Manage complex calendars and schedules for the Sales Team, ensuring efficient time management across multiple locations.
  • Coordinate and manage travel logistics, including flights, accommodations, and ground transportation, adhering to company policies.
  • Organize team meetings, prepare agendas, take minutes, and track action items to ensure timely follow-up and completion.
  • Assist in the planning and execution of team events, customer-facing engagements, and internal team-building activities.
  • Support with organizing customer gifting and direct mail initiatives during key periods (e.g., holidays).
  • Coordinate customer dinners, meetings, and workshops, managing logistics to create seamless experiences for clients and internal stakeholders.
  • Track and submit expense reports and invoices, providing support for budget tracking and reconciliation.

Reception Duties (Minimal):
  • Serve as the point of contact for incoming phone calls to the company's main line, routing calls to the appropriate team members.
  • Ensure timely and professional communication with external parties via phone.

Team Coordination:
  • Create, organize, and maintain team files, mailing lists, and shared drives to streamline information sharing.
  • Be the primary liaison for scheduling meetings with external clients, partners, and internal departments.
  • Assist with day-to-day projects, contributing to the improvement of internal processes and systems.

Job Requirements:
  • 2+ years of administrative experience, preferably supporting executives or teams in a sales or marketing capacity.
  • Familiarity with CRM systems (NetSuite experience is a plus).
  • Exceptional organizational skills with proven experience in managing calendars and coordinating projects.
  • Strong communication skills and the ability to build positive relationships with internal teams and external clients.
  • Ability to manage multiple tasks simultaneously in a fast-paced environment, prioritizing effectively.
  • Proactive and self-sufficient, capable of taking the initiative and seeing tasks through to completion with minimal oversight.
  • Experience with expense reporting, event coordination, and travel arrangements.

Guidelines for Success:

Demonstrates Grit: Team member demonstrates ability to persevere when things get hard and/or situation is ambiguous; will make tough decisions, act on them and be consistent; willing to deal with consequences when unsuccessful and move forward undeterred.

Is Curious: Team member exhibits and embraces curiosity; seeks to understand; demonstrates creativity, thinks beyond the first possible solution; recognizes there might be more to discover.

Listens & Influences: Team member asks valuable questions and listens for concerns, unspoken questions and underlying or root issues. Builds productive, honest relationships with customers and other team members, exercising influence and persuasion with integrity.

Interacts with Polish: Team member is an effective communicator, from emails to presentations to thoughtful questions; able to articulate their point of view and demonstrate confidence in their ability to make a positive impact; creates valuable experiences for those with whom they interact.

Anticipates: Team member sees the possibilities, identifies customer and/or other team member needs and offers solutions before they may even know they exist.

Contributes Valuable Ideas: Team member is able to "connect the dots" based on a variety of inputs (industry knowledge, trends, data, customer conversation, personal observations, etc.); demonstrates critical thinking and provides helpful solutions.

Impacts the Company & Customers: For both customers and company objectives, team member weighs tasks and contributions against the "big picture" and long-term organizational goals; devotes time and actions to most valuable pursuits; thinks about the company's success instead of just their own.

Acts Like a Business Owner: Team member operates as if Riggs Distributing is their own business; understands company operations and considers self to be invested in the customer as if an owner.

Contributes within a Team: Team member collaborates with others to produce work and drive results, grows others who can advise customers by sharing information and creating valuable experiences, and enables teams to work productively together.

Physical Requirements:

Riggs Distributing, Inc. strives to promote employee health and wellness by paying special attention to the prevention of accidents in the workplace which may result in property damage, injuries, or loss of life. We support team members working safely and ask everyone to report any safety or health concerns that could reasonably be encountered while performing their role at a Riggs-owned location or while working from home.
  • An ergonomic checklist will be provided at the time of hire to identify risks of injury and ensure that environments are maximized for comfort and productivity
  • Must be able to perform general functions and responsibilities in an office environment with adequate lighting and ventilation and a normal range of temperature and noise level
  • While performing the functions and duties of this job, employee is regularly required to sit, reach with hands and arms, walk, and talk or hear
  • This job requires some stooping, kneeling, bending, and use repetitive motions
  • Must be able to occasionally lift and/or move up to 25 lbs
  • Moderate dexterity application of basic skills to use calculator, keyboard, phone, and hand/eye coordination

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