Administrative Assistant

Administrative Assistant

Growing company in the Waterbury area look for an administrative assistant to support their growth needs and Sales & Leadership team. This position is the first point of contact for the company and provides a range of administrative and support services for the Senior Leadership team. In addition, this person will provide support to organizational staff and sales team efforts for various administrative functions.

Responsibilities:

• Ensures building safety and security by monitoring logbook / issuing visitor passes.
• Oversee and vet emails coming in.
• Monitor, screen, respond to and distribute incoming communications.
• Maintains telecommunication system by following manufacturer's instructions for house phone, console operation and voicemail system
• Directs callers and visitors to the appropriate points by respectively greeting and announcing visitors along with screening phone calls.
• Administrative Support and Services
  • Coordinates weekly calendar of office/lab personnel.
  • Liaise with internal staff at all levels.
  • Assist with mailing/shipping for staff members.
  • Reviews, scans and files batch sheets from Production Lab as needed.
  • Support staff on letter writing and customer notifications.
  • Backup customer service, shipping logistics, and packaging sample orders when volumes or absences warrant (as needed)
  • May perform other administrative support tasks (as needed)
• Sales and Marketing Team Support
  • Handle trade show signup and related tradeshow logistics, including shipping show booths, literature, and samples globally with high-quality and efficiency.
  • Provide support with entering sample requests, maintain synergy with certain data input, and update price changes as time allows.
• Leadership Support
  • Arrange and co-ordinate meetings and events, including food.
  • Prepare and edit correspondence, communications, presentations, and other documents.
  • Proactively connect and support management team needs as needed.
  • The position supports and is accountable for the Quality and Food Safety policies in place by the company.

Knowledge/Skills:

• Proficiency in MS Office (Excel, Word, Outlook) and other various computer systems (ie, Macola, Synergy ERP)
• Knowledge of standard office administrative practices and procedures
• Must be results oriented professional with excellent verbal/written communication skills using diplomacy and discretion as well as the ability to communicate effectively
• Ability to multi-task, work independently and/or within a team, pays attention to detail and meet deadlines
• Diligent follow up, organizational and planning skills
• Judgment and decision
• Dependable team player, collaborative with positive attitude and professional demeanor
• Passionate, energetic and results oriented personality
• Professional demeanor
• Character and Integrity

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