Administrative Assistant

Summary

The Administrative Assistant position requires responsibility and self-motivation. This position is responsible for various Office Management duties as well as an assistant to the President.

You will run the office, reply to clients’ billing questions, schedule and manage workflow as well as support the Sales Dept. with administrative duties.

The ideal candidate will have experience in running a small office of professionals. While we will answer questions and guide you in the position, this is not a position where you will receive on-the-job training. We seek someone who is a motivated, organized self-starter who is constantly learning and growing.

Required Qualities and Characteristics: Self starter, motivated, independent, honest, integrity, loyal, articulate, communicative, sense of humor, organized, efficient, punctual, confident, firm, decisive, non-judgmental, polite, pleasant, conscientious, practical, spontaneous, thorough, diligent, intelligent, mature, problem solver, compassionate, good listener, attentive, patient, disciplined, thoughtful, flexible, able to multi-task.

Essential Functions

ASSISTANT TO THE PRESIDENT:
• Reporting from varied software programs
• Assist President with various projects and errands
• Excellent Microsoft Excel skills
• High attention to detail

SALES & MARKETING ADMINISTRATIVE TASKS:
• Keep Sales database up to date
• Record sales and marketing expenses
• Event Planning: Research and arrange for event venues, catering, A/V rental, as well as attendance at conferences
• Marketing:
o Assist with printing company materials, booklets
o Follow up with lead information and post Trade Show duties
• Sales Process:
o Maintain proposal template, contracts and other sales material.
o Assist as a point of contact between the Sales and Service departments.

OFFICE/BUILDING ADMINISTRATION:
• Open/close office Monday through Friday, 8a – 5p MT
• Shared coordination of maintenance vendors for the building and address issues as they occur
• Collect, log and disburse mail and incoming faxes
• Various errands & kitchen duties as needed
• Inventory, purchase and disbursement of office supplies
• Assist with annual vendor contract renewals
• Ongoing documentation for new/existing procedures
• Assist with company events
• Light HR duties
• Assist other departments with various tasks as assigned

ACCOUNTS RECEIVABLE :
• Talk with clients about their bills
• Weekly bank deposits
• New sales contract processing & setup
• Follow the procedure to collect on any overdue accounts
• Ongoing documentation for new/existing procedures

Requirements:

  • Highly proficient in Microsoft Office Excel, Word and Outlook programs
  • Knowledge of Salesforce, Hubspot and Quickbooks (to look up customer account data) is preferred.
  • Demonstrated ability to work with multiple software programs
  • High attention to detail
  • Strong knowledge of using and navigating the internet to research, shop and buy products, including travel
  • Master at organization and process improvement
  • High level of decision-making capabilities
  • Strong communicator both verbally and in writing
  • Able to work in afast-pacedd, learning environment
  • Exhibit Excellent Team and A-Player Characteristics:
    • Quality of Work
    • Fairness
    • Accountability for Actions
    • Teamwork
    • Work/Life Balance for Self and Team
    • Integrity in all Internal and External Dealings
    • Demonstrate the ability to prioritize tasks and time
    • Infallible work ethic
    • Flexibility & Willingness to adjust in response to the constant changes in techniques
    • Drive and passion for continuing education to learn new software, techniques, and procedures.

Ultimately, we’re looking for outgoing, driven, passionate and curious individuals who enjoy a casual, dog-friendly work environment.

Benefits:

  • Medical Benefits as well as Dental and Vision options
  • 401k