Administrative Assistant / Receptionist – Part time

Job Type: Part-time

Location: 1600 Landmark Dr., Cottage Grove, WI 53527

Schedule: Regular hours on Thursday and Friday are 7:30 AM – 4:30 PM. Occasionally, fill in for the primary, full-time admin assistant when they are out of the office. This position will allow the swap of scheduled days occasionally with the primary admin for schedule flexibility.

Position Overview

We’re a leading global fitness company seeking a detail-oriented and proactive part-time Administrative Assistant to join our team and support our primary full-time Admin. In this role, you will provide essential support to ensure the smooth day-to-day operation of the office. The ideal candidate is reliable, organized, and comfortable handling a variety of administrative tasks with minimal supervision. The successful candidate will also sit at our front desk, so they will deliver the first impression of our company to visitors – professionalism, friendliness, and positivity are a must!

Responsibilities

• Open, sort, and distribute daily incoming mail and maintain postage machine.
• Schedules meetings, customer visits, and travel itineraries for visiting employees and coordinates related arrangements, including catering.
• Visitors are both domestic and international.
• Includes setting up for the visit day and clean-up conference areas after the visits.
• Orders and coordinates meals for meetings, visitors, and special events as needed.
• Creates ID badges for the Cottage Grove employee identification system.
• Assist front-door visitors with the Envoy notification system.
• Office supply ordering, coordination, and organization.
• Backs up primary admin in ordering business cards and nameplates for employees.
• Maintains supplies in breakroom areas and tidies up any clutter as needed.
• Tracks expenses and completes expense reports on time for supplies, visitor travel, etc., using the Concur system.
• Updates company news, events, announcements, and documents on the Company’s intranet site using SharePoint.
• Arrange hotel and car reservations and other travel accommodations for visitors.
• Posts reports on the company headquarters’ intranet site regularly.
• Serve as a point of contact for vendors and service providers related to office operations.
• Assist HR with coordinating the Years of Service program quarterly.
• Assist HR with special event signage, setup, and coordination, such as catered employee lunches.
• Assist Cleaning & Laundry Assistants with laundering and folding towels for our onsite workout facilities when needed.
• Coordinate café refrigerator cleanouts regularly.
• Other special projects as required for various departments (stuffing envelopes, redirecting online sales leads, etc.)

Requirements

• Possesses a general knowledge of fundamental concepts, practices, and procedures in administration
• Strong organizational and time-management skills with the ability to multitask effectively.
• Demonstrated effective interpersonal, verbal, and written communication skills.
• Strong sense of initiative and a sense of urgency, demonstrated by accomplishing tasks, improving current work processes, and assisting others when necessary.
• Unwavering attention to detail and commitment to world-class quality.
• Able to project a positive and professional demeanor to all internal and external contacts.
• Requires the ability to maintain a high degree of confidentiality.

Benefits

• 401(k)
• Product discounts
• Wellness programs