Administrative Assistant - onsite in Janesville, WI

Join a global leader in the food, beverage, and pharmaceutical sectors with over 18,000 employees across more than 50 countries. GEA offers a stimulating work environment, international collaboration, and opportunities for personal growth and development.

Responsibilities

• Professionally answer the main telephone line, screen, and direct calls.
• Monitor main line voice messages.
• Ensure customers, clients, candidates, and visitors experience a professional, welcoming, and friendly reception, both in person and on the phone; advise appropriate staff members.
• Receive and distribute deliveries, incoming mail, and handle posting and delivering of outgoing mail daily.
• Manage office and kitchen supplies by checking stock, anticipating needs, placing and expediting orders, and handling special orders.
• Process office badges for new employees with IT and issue badges to visitors.
• Keep the internal employee list updated, including staff telephones.
• Monitor and maintain office equipment such as copiers and scanners.
• Assist in GEA events, including managing RSVP lists, attending events, providing registration support, and coordinating logistics (rental location, catering, parking, reservations, etc.).
• Organize weekly office caterings and engage with catering providers.
• Book travel arrangements as needed.
• Develop and maintain a filing system.
• Support in procuring equipment and materials for new staff members.
• Act as a point of contact for internal and external clients.
• Handle expense reports as needed.
• Coordinate and respond to facility inquiries and liaison with vendors.
• Manage conference rooms during large events at the office.
• Handle all posts, couriers, security lists, and building access requests.
• Support I9 verification.
• Perform other duties as assigned.

Requirements

• Excellent organizational skills, attention to detail, time management, and ability to manage multiple tasks while defining and setting priorities.
• Strong problem-solving skills and ability to take initiative on projects, working both independently and as a team member.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office; SAP is a plus.
• Proven customer service skills with the ability to interact professionally with internal and external stakeholders, including executives.
• Experience handling special requests and managing sensitive information with discretion.
• Ability to work with multiple business groups (building management, equipment providers, security, etc.).
• Assist with procurement and contract management for third parties, including cleaning services, confidential waste, and office supplies.
• Enjoyment of receptionist work.
• Notary Public for the State of Wisconsin is a plus.

Benefits

• 11 Paid Holidays
• Paid Time Off (PTO)
• Medical Plans
• Dental Insurance
• Vision Insurance