Job Description

Job Summary:

SW North America’s Administrative Assistant is Ambassador of First Impressions and is responsible for maintaining a positive office environment and acting as the main point of contact for the Company. The Administrative Assistant has the primary responsibility for handing the Company’s inbound phone calls and office visits, maintaining a clean and welcoming office space, and supporting the internal/external SW team.

The Administrative Assistant performs a variety of duties, including, but not limited to, the following :

• Greeting visitors and guests to the building; informing the appropriate staff of their arrival
• Ensuring front desk, kitchen and lobby area is tidy and presentable
• Answering incoming calls and monitoring the Company’s voicemail
• Update and schedule conference rooms and meetings; set-up/cleanup for all meetings, including arranging timely lunch/breakfast orders
• Scheduling and coordinating domestic and international travel arrangements
• Actively work to create other hotel resources at external customer sites
• Actively support setup/teardown for internal and external training with customers and employees, including arranging timely lunch/breakfast orders
• Actively support catering efforts, setup/teardown for all internal/external Company events
• Support Marketing and Sales with Lead management in the CRM
• Support Marketing efforts regarding merchandising, as directed
• Human Resources for New Employee on-boarding, as directed
• Receiving, sorting and distributing daily mail/ Amazon deliveries
• Keep inventory of Office & Kitchen supplies; work with MRO Purchaser to restock
• Support seasonal activities to include Christmas cards, decorating, birthday cards, etc.
• All other duties, as assigned

Qualifications & Abilities

• Detail oriented with the ability to multi-task
• Professional customer experience over the phone and in person
• Cheerful, pleasant and welcoming demeanor
• Experience scheduling and coordinating travel is a must
• Computer proficiency (Microsoft Office and Concur Expense Reporting)
• Excellent communication and organizational skills
• Ability to read, write, and speak English
• German speaking ability preferred, but not required
• Clean driving record, will need to drive Company vehicles from time to time

Work Environment & Physical Requirements

• Professional, business causal work attire is required M-Th
• Majority of work is performed in the reception area of the building
• Requires ability to sit or stand for an extended period of time
• Light physical activities required at times

Classification & Compensation

• On-site work is required, no remote work activities
• This position is full-time, hourly, non-exempt (from FLSA overtime requirements)
• This position is Monday through Friday, 8:00 AM to 5:00 PM
• The compensation will depend on experience, skills and abilities
• The ideal candidate will exhibit high standards, excellent communication skills, and have an ability to take initiative, and prioritize daily tasks.
• A strong ability to take charge and meet tight deadlines will ensure your success in this multi-faceted role.

Responsibilities

• Handle and coordinate active calendars
• Schedule and confirm meetings
• Ensure file organization based on office protocol
• Provide ad hoc support around office as needed

Qualifications

• Bachelor's degree or equivalent experience
• Strong interpersonal, customer service and communication skills
• Ability to multitask
• Proficient in Microsoft Office suite

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