Administrative Assistant

Job Summary

Responsibilities

• Provide administrative support to the department as required.
• Establish and maintain complete and accurate filing systems as needed. This will include, but not be limited to attendance records/ transfers, expense reports, customer complaints/ requests, vendor/ supplier contract information, purchase orders, projects, budgets, travel schedules, etc.
• Create and distribute correspondence (memos, letters, presentations, etc.).
• Arrange travel accommodations.
• Answer telephone calls and take messages.
• Open and distribute incoming mail.
• Copy and fax as needed.
• Prepare express mail as needed.
• Other administrative/secretarial duties as required.

Qualifications

• Education: High school diploma required.
• Experience: Minimum 3 years of professional secretarial experience is required.
• Certifications/Licenses: Certified Professional Secretary (CPS) certification preferred, but not required.
• Professional Skills: Ability to read and comprehend instructions, correspondence, and memos; able to write correspondence; effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization; must have strong communication skills, both verbal and written; proficient in Microsoft products (Word, Excel, PowerPoint, Outlook, Access, and Project); knowledge with tables, formatting, formulas, clipart/graphics, presentations, macros, database development, project tracking, etc.; excellent word-processing skills (50 - 60 wpm) and business writing ability, plus accurate and precise proofreading skills; strong organization, analytical, attention to detail, and follow-up skills; must be able to work on multiple projects concurrently and capable of working with little direct supervision; will communicate with all levels (Presidents, Senior Vice Presidents, Vice Presidents, and Directors of all Sysco operating companies and staff levels); profit plan preparation as required; strong sense of urgency and work ethic.

Physical Demands

• Regularly required to use hands to finger, handle, or feel objects, tools, or controls and talk or hear.
• Frequently is required to sit.
• Occasionally required to stand, walk, reach with hands and arms, stoop, kneel, crouch, or crawl.
• The employee must occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus for typing from copy, filing, pulling various files, delivering mail and correspondence.

Working Conditions

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.
• An individual should contact his or her supervisor or the human resources department if he or she believes that an accommodation is needed.
• Able to work flexible hours as required.
• The job may require possible travel.
• The noise level in the work environment is usually moderate.
• Organizational Relationships: Corporate office staff, operating company staff, suppliers, and customers.