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Senior Administrative Assistant

1 month ago

Cedar Rapids, United States Fluid Quip Technologies Full time

The Senior Administrative Assistant serves as the primary administrative support for both in-office and off-site staff, including the President, combining administrative duties with various office management responsibilities. The ideal candidate will create a welcoming environment for visitors and staff alike, handle key logistical tasks, and contribute to the smooth running of office operations. This position is integral in supporting senior management, coordinating events, and ensuring a well-maintained workspace.

Responsibilities:

  • Coordinate complex domestic and international travel plans, including detailed itineraries, agendas, and contingency arrangements.
  • Coordinate employee appreciation events and activities, manage catering, and arrange meeting space for company events, and internal and external meetings.
  • Process, sort, and distribute both incoming and outgoing mail and other deliveries including managing shipping needs for Sales, Marketing, and R&D.
  • Order and maintain office and kitchen supplies, keeping common areas clean and organized.
  • Greet office visitors, provide facility tours, and offer general hospitality as needed.
  • Oversee office facilities, managing cleaning schedules and coordinating contractors for repairs and maintenance.
  • Support the senior management team with organizational projects as requested.
  • Effectively communicate with the organization about important activities and events in a timely, professional manner.
  • Manage the primary phone switch, forwarding calls and messages accordingly.
  • Regularly post newsworthy events and celebrations on the company intranet.
  • Assist with onboarding new hires and suppliers, coordinating with HR, IT, and safety teams.
  • Maintain the company calendar, Props (recognition) board, and refresh posted content around the office with important information.
  • Perform other duties and projects as assigned by management.
Qualifications:
  • High school diploma or equivalent required; associate's or bachelor's degree in Business Administration, Office Management, or a related field preferred
  • 5+ years of administrative support experience
  • Valid driver's license required
  • Ability to work a full 40-hour work week
Knowledge, Skills, and Abilities:
  • Proficiency in MS Office, with advanced skills in developing and using spreadsheets and/or databases
  • Excellent communication skills, both written and verbal
  • Strong organizational skills, with the ability to change focus quickly, multi-task, prioritize, and take ownership of assigned projects
  • Positive and high energy attitude with desire to succeed
  • Demonstrated ability to manage confidential information and maintain professionalism and discretion in sensitive situations.
  • Ability to work independently and exercise sound judgment in a fast-paced environment