Administrative Associate

PSM Administrative Associate

The PSM Correspondence Administrative Associate is a member of the PSM Correspondence team who will provide a wide range of support to directors and production team members including meeting coordination, vendor tracking and communication to ensure a bio secure environment, contract drafting and review through final signature and serving as a key point of contact for staff, clients, and customers in a professional, courteous, and helpful manner. Anticipate the needs of others in order to ensure their seamless and positive experience.

Essential Characteristics for Job Excellence: Must have a positive, friendly and outgoing attitude and be self-motivated and driven. Wants to take ownership of work and is committed to following through to ensure satisfaction. Attention to detail is key for the position. Must be able to multitask, handle urgent phone calls, out of the ordinary requests and a fast-paced environment.

Duties and Responsibilities

• Prepare and create presentations, special reports, transcribing, letters, and research information for consideration and presentation by managers/directors
• Manage the contract process for finishing client sites including drafting, obtaining approvals and signatures, scheduling on farm visits and establishing schedules within required production systems
• Compose, modify, and proofread correspondence including legal agreements
• Create and manage reports utilizing spreadsheets and databases (task list, agreements, etc.)
• Schedule and maintain calendars for production teams (including weekly schedules, meetings, travel arrangements, conference calls, Microsoft teams, webinars, etc.)
• Manage vendors through bio security phone calls, scheduling and flow charts
• Order and coordinate delivery of rock and sawdust, including regular email communication with farm clients and tracking on detailed spreadsheets
• Coordinate and track certification status for the PQA (pork quality assurance) site assessment program for sow and finishing farms as well as farm staff.
• Print and distribute weekly reports to production team
• Update on a routine basis the farm task list on calendars
• Regularly review, approve and update export all farm alarm listings
• Edit and distribute corporate standard operating procedures as necessary
• Prepare agendas, conference calls, and make arrangements for committee, board, and other meetings.
• Analyze incoming memos, submissions, and reports in order to determine their significance, plan their distribution, coordinate responses, and follow up as necessary
• Maintain hard copy and electronic copy filing system
• Function as a backup for other PSM Correspondence team members and support other departments as directed
• Perform a variety of administrative duties including but not limited to transcription, faxing, filing, saving, scanning, etc.
• Other duties as assigned by management team members

Knowledge and Skills

This person is a self starter who pays close attention to details. This position requires an advanced knowledge of Microsoft Suite programs. It also requires the ability to effectively communicate with external and internal clients while maintaining confidentiality. The PSM Correspondence Administrative Associate must also possess excellent interpersonal skills.

Mental and Physical Demands

• Possession of strong project management skills
• Strong orientation toward details and productivity
• Ability to work well under frequent time pressure
• Able to multi-task and prioritize tasks
• Ability to work independently on assignments as well as accept direction on given assignments
• Ability to walk, stand and sit for extended periods of time
• Ability to lift up to 50 lbs

Education and Work Experience

• Associate's degree preferred
• Legal experience a plus, but not required
• Minimum 3 years' experience preferred, preferably in a professional services environment