Administrative Assistant

Title: Administrative Assistant Job Category: Administration Requisition Number: ADMIN004721 Job Type: Full-Time Herndon, VA, 20171, United States Description Why you will love working at Maola®: Built on over a century of dedication, Maola is always looking ahead—investing in our people, strengthening our communities, and securing fresh, local dairy for the future. Join a farmer-owned cooperative rooted in integrity, sustainability, and a passion for providing fresh, high-quality Maola dairy products. We prioritize your well-being with competitive pay and a comprehensive benefits package, including Medical, Dental, Vision, 401(k) with employer match, Life Insurance, paid time off, and more—available within your first month. Our employees are an integral part of who we are — what you do and what you think matters Starting Hourly Pay Range: $21.63 - $26.44

SUMMARY

The Administrative Assistant will be a member of a dynamic team and be responsible for greeting guests and handling various administrative tasks. The Administrative Assistant will provide a full range of administrative support for staff across the company and key stakeholders. Duties will require accuracy, a high degree of initiative, exceptional organizational skills, discretion, and teamwork. The position is Monday – Friday 8:30am – 5:00pm and is fully onsite.

ESSENTIAL DUTIES AND RESPONSIBILITIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Serve as the primary point of contact for internal and external communications at the corporate office. This includes answering phone calls, responding to emails, and greeting visitors, ensuring a professional and welcoming atmosphere. Organize conferences rooms for executives and team members by sending out invites, and ensuring all necessary materials are prepared in advance. Develop and maintain organized filing systems for both physical and digital documents. Ensure that records are easily accessible, up-to-date, and compliant with company policies and regulations. Input and update information in databases and spreadsheets. Ensure accuracy and confidentiality of sensitive information while maintaining data integrity. Assist in the creation of reports, presentations, and other documents. This includes gathering data, formatting information, and ensuring that all materials are polished and professional. Perform various administrative duties such as managing office and kitchen supplies, processing invoices, and maintaining budgets. Ensure that the office runs smoothly by proactively addressing any logistical needs. Assist in the planning and execution of projects such as mailings, by coordinating timelines, resources, and team members. Track project progress and provide updates to stakeholders as needed. Help create a positive work environment by facilitating monthly employee engagement activities. Provide exceptional customer service by addressing inquiries, resolving issues, and ensuring client satisfaction. Act as a liaison between clients and the company, fostering strong relationships. Handle sensitive information with discretion and confidentiality. Understand the importance of privacy in administrative tasks and adhere to company policies regarding data protection. Help track departmental budgets and expenses. Prepare financial reports and assist in the reconciliation of accounts as needed, ensuring adherence to financial policies. Work with the Executive Assistant to develop and implement efficient office procedures and workflows. Identify areas for improvement and streamline processes to enhance productivity and efficiency. Perform research on various topics as requested by leadership. Summarize findings and present information in a clear and concise manner to support decision-making. Assist team members with basic technical issues related to office equipment and software. Troubleshoot problems and coordinate with IT support when necessary. Ensure that office equipment is in good working order. Schedule maintenance and repairs as needed and manage relationships with vendors and service providers. Support marketing initiatives by coordinating events and assisting with disbursement of promotional materials. Ensure that the office environment is safe, clean, and conducive to productivity. Address any maintenance issues and coordinate with facilities management as needed. Demonstrate flexibility and adaptability in a fast-paced work environment. Prioritize tasks effectively and manage time efficiently to meet deadlines. Leverage proficiency in office software (e.g., Microsoft Office Suite, Google Workspace) to enhance productivity. Stay updated on new tools and technologies that can improve administrative processes. Other duties as assigned.

BASIC REQUIREMENTS

At least a high school diploma or GED. At least 2 years of experience with office administrative/secretarial processes. At least 2 years of experience with phone etiquette (answering, transferring, managing up to four phone lines). At least 2 years of experience with Microsoft Office Suite. Experience working in a fast paced, high energy environment. Experience exercising discretion, discernment and confidentiality.

COMPETENCIES

Communication Communicate clearly and effectively through multiple channels – oral, written, visual, and non-verbal – ensuring our messages are understood and delivered appropriately, whether in-person or digitally. Accountability Take responsibility for actions and anticipate challenges before they arise. Solve problems both within and outside of departments, proactively addressing issues as they occur. Customer Focused Prioritize understanding and meeting both internal and external customer needs. Ensure high levels of satisfaction and loyalty by anticipating customer requirements and striving for exceptional service. Initiative Proactive in identifying opportunities and addressing potential threats. Act independently and decisively, rather than waiting for situations to demand action. Problem-Solving Possess the ability to identify and address complex issues with minimal guidance. Skilled at analyzing challenges and finding practical, effective solutions. Collaboration Take responsibility for deliverables while also supporting others to ensure that collective goals are met. Able to work harmoniously with others toward a common goal, recognizing and valuing each person’s contributions, is fundamental to successful collaboration.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk and hear. The employee is frequently required to stand, walk, stoop, kneel/and or crouch. Specific vision abilities required by this job include close and distance vision for computer work, color vision, peripheral vision, ability to adjust focus and depth perception. The employee may occasionally lift and/or move up to 25 pounds.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The individual would encounter normal office environmental conditions. The noise level for the work environment would be considered in the moderate range (example: computers, printers, light traffic). All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, or oter legally protected status. Maola Local Dairies® is a farmer-owned cooperative committed to its local farm families and to producing high-quality, nutritious dairy products. Founded in 1920, Maola processes and delivers your favorite milk, cream, and dairy products to families, schools, and communities while investing in quality, innovation, and sustainability across its farms and supply chain. Learn more at Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor. Equal employment opportunity, including veterans and individuals with disabilities.

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