Administrative Assistant

About the Role

This position provides administrative and clerical support for the Board of Directors, Division Managers, Managers, and key employees. The role involves supporting and occasionally rotating to different areas of the Cooperative to learn from and back up Administrative or Executive Assistants as needed.

Responsibilities

• Prepare and modify documents including correspondence, Board Reports, general reports, memos, and emails in accordance with Administrative Guidelines.
• Proofread documents with an emphasis on surface errors, formatting, and consistency with company guidelines.
• Answer, screen, and transfer inbound phone calls.
• Schedule and coordinate meetings, appointments, and travel arrangements.
• Schedule meeting rooms and arrange for snacks and meals as required.
• Compile Board Reports, Board mailings, and take minutes at Board meetings and/or committee meetings.
• Maintain electronic filing system for designated areas or departments.
• Document existing processes and procedures.
• Plan, set up, and administer meetings using Zoom, WebEx, Skype, etc.
• Retrieve documents from filing system.
• Handle requests for information and data.
• Resolve administrative problems and inquiries.
• Prepare written responses to routine inquiries.
• Prepare agendas and schedules for meetings.
• Record, compile, and distribute minutes of meetings.
• Open, sort, and distribute incoming mail.
• Maintain office supply inventory.
• Provide occasional coverage for the reception area.
• Coordinate maintenance of office equipment.
• Provide support in the planning and coordination of events, such as the Annual Meeting.
• Provide administrative support to and/or serve on committees as assigned.
• Perform specific duties unique to the assigned area or department.

Requirements

• Associate's Degree in Business or related field.
• Minimum of four (4) years of previous secretarial/administrative experience.
• Minimum typing speed of 50 wpm.
• Highly proficient in the use of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, etc.).
• Proficient in the use of a computer-based Records Management system such as SharePoint.
• Proficient in the use of and ability to enter and retrieve data from Enterprise Software such as SAP.
• Knowledge of clerical and administrative procedures.
• Knowledge of principles and practices of basic office management.

Skills

• Strong customer service orientation.
• Teamwork and collaboration.
• Excellent written and verbal communication skills.
• Planning and organizing.
• Prioritizing tasks effectively.
• Problem assessment and problem-solving.
• Information gathering and monitoring.
• Attention to detail and accuracy.
• Flexibility and adaptability.
• Proofreading and editing.
• Ability to produce high-quality work in an efficient and timely manner.
• Ability to work without direct supervision.
• Ability to maintain confidentiality in all aspects of the Cooperative’s business.
• Knowledge of operation of standard office equipment.

Any equivalent combination of related education, training, and/or experience can be substituted for the requirements listed above.