Administrative Assistant

Join Protolabs as an Administrative Assistant

Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. We are an equal opportunity employer, and we are committed to building a diverse team that feels they are valued in the workplace. So do you feel you do not meet every single requirement but still intrigued? We encourage you to still apply! We do not discriminate based on race, color, national origin, sexual orientation, gender, age, mental or physical ability, or any way you represent yourself. We strongly believe diversity makes for more successful teams.

We are the leaders in digital manufacturing. We hire doers, makers, and creative thinkers who tackle our roles with an entrepreneurial spirit. Our culture is centered around meaningful work that brings new and innovative products to market at unprecedented speeds. We are a diverse team that comes from all walks of life and take pride in our team who is smart, genuine, humble, and passionate about what we do. It's our people who fuel our creativity and make our culture feel like home.

The Administrative Assistant's primary responsibility is to perform administrative functions of the respective office location and oversee facility events. Duties include being the primary point of contact for internal and external resources, in support of office setup, field walks, third party vendor quality assurance and associate reporting. The role will be site based and will collaborate frequently with peers at other sites in order to provide consistent level of service.

Customer Experience/Tours

• Liaison for customer visits including proactively scheduling and following up on customer meetings, tours and audits in multiple locations
• Point person for salesforce tour/audit requests in multiple locations
• Approve/Deny requests based on site availability and company guidelines
• Coordinate meetings and attendees
• Provide support for any necessary details-conference rooms, parts case and/or lunch request

Administrative Support

• Coordination of conference room calendars to ensure smooth scheduling between multiple groups from multiple locations
• Coordinate weekly and monthly group meetings working with managers to ensure appropriate coverage
• Continual attention to detail while preparing correspondences, spreadsheets and presentations utilizing MS Word, MS Excel, MS PowerPoint, MS Outlook and Visio
• Plan, coordinate and execute celebration/engagement events in the respective location and assist with such events in our other locations if needed
• Help communicate information to the facility including updating wall boards ensuring metrics are current
• Logistical leader for various meetings including scheduling and preparing rooms

Office Service Support

• Manage and maintain all office supplies needed including communicating with vendors
• Manage and maintain printer cartridges and be the point of contact for the printer vendor
• Manage mail collection, delivery and distribution in the respective building
• Respond to miscellaneous questions/requests from employees and guests including assisting with general facilities, HR and IT tasks (Collaborate & redirect to Support teams as needed)
• Site primary Point of Contact for facility and department vendors such as security, food service/vending, cleaning/janitorial, confidential shred, copiers, records retention, and others as required to ensure excellent performance and execution of work with minimal disruption

Front Desk/Visitor

• Primary point of contact for the respective location, greeting employees and guests managing all visitors ensuring each guest is ITAR compliant
• Acts as the main ITAR coordinator and maintains the facilities compliance; ID screening and guest security badge management
• Take employee and vendor pictures for ID / access badge and distribute to new employees

Office Space

• Work with the Facility Planner regarding new hire onboarding and Move/Add/Change request coordination/planning
• Work with HR and Facilities Planner for new hire onboarding process

What It Takes

• High school/GED
• 2+ years office experience
• Exceptional organizational skills and planning abilities with attention to detail
• Show leadership and encourage open communication as the first point of contact
• Strong written and verbal communication skills are a must
• Working in a team environment communicating openly risks and or situational changes
• Strong proficiency with MS Office Suite (Outlook, PowerPoint, Word, Excel)
• Awareness and adherence to company policies around travel and entertainment
• Ability to independently prioritize and manage multiple tasks while meeting deadlines in a fast paced environment
• Proactive thinker
• Self-motivated enthusiastic and detail oriented attitude is required.
• Self-starter with a sense of urgency
• Flexible work schedule
• Ability to handle confidential and non-routine information

Bonus to Have

• Salesforce.com experience

$23.37 - $32 an hour Protolabs offers a competitive total rewards package, and compensation mix vary based on position, such as base wage, as well as other earnings including incentives and commissions. Actual pay offered will vary depending on multiple factors which may include, without limitation, job function, work experience, specialized skills, training, education, and certifications.

Proto Labs maintains ITAR-compliant operations in all of our United States based facilities. Due to ITAR regulations, this role is only open to U.S. Citizens, lawful permanent residents (green card holders) or foreign nationals granted refugee or asylee status. Individuals with temporary visas (e.g. E, F-1, H-1, H-2, L, B, J, TN or OPT) are not eligible for hire in this role.

Proto Labs, Inc. is an Equal Opportunity Employer

Physical Demands:

While performing the essential duties of this job, the employee is occasionally required to sit; use a computer keyboard, monitor and mouse, telephone and printer; reach with hands, and arms, talk, see and hear. The employee is regularly required to stand, walk, stoop or kneel and must be able to lift and/or move up to 70 pounds.

Work Environment:

Indoors (A/C); nonsmoking; the majority of this job function is performed in a manufacturing area exposed to machinery and noise; with eye protection and safety shoes required. Occasionally works in outside weather conditions. Occasionally works near moving mechanical parts and in high, precarious places and is occasionally exposed to wet and/or humid conditions, fumes or airborne particles, toxic or caustic chemicals, risk of electrical shock and vibration. The noise level in the work environment is usually quiet to moderate.