Administrative Assistant

Position Summary

The Administrative Assistant oversees the daily administrative operations of two office facilities, ensuring each location runs efficiently through effective management of office services, administrative processes, inventory, and vendor relationships, along with executive administrative support. As one of the first points of contact for customers, suppliers, visitors, and employees, the Administrative Assistant plays a key role in representing the company.

The ideal candidate is trustworthy, dependable, and professional, with a genuine enjoyment of working with people. They communicate with respect and professionalism, maintain a positive attitude, and are committed to providing exceptional service while creating a welcoming and organized office environment.

Key Responsibilities

Executive & Administrative Support
• Assistance with commercial document management, record keeping, contract administration and other legal related documents, activities and agreements
• Prepare correspondence, reports, presentations, and other business documents for executive leadership.
• Assist executive leadership with administrative projects.
• Perform other administrative coordination duties as assigned.
Office & Facilities Operations
• Oversee day-to-day administrative operations across two office facilities, traveling between locations as needed.
• Supervise and support front desk and receptionist functions to ensure a professional and welcoming environment.
• Create, issue, and maintain employee security badges and coordinate building access, partnering with IT on badge systems.
• Order, maintain, and stock office, kitchen, and breakroom supplies at both facilities, ensuring adequate inventory at all times.
• Ensure reception areas, conference rooms, kitchens, breakrooms, and common areas are organized, clean, fully stocked, and professionally maintained.
• Manage office equipment (copiers, printers, postage equipment, and other administrative equipment), coordinating maintenance and repairs; partner with IT on office equipment and technology needs.
• Identify and implement opportunities to improve office procedures and administrative processes.
Vendor, Mail & Meeting Coordination
• Manage relationships with office vendors and service providers.
• Coordinate incoming and outgoing mail, courier services, and shipments (FedEx, UPS, USPS).
• Coordinate conference room scheduling, meeting logistics, and catering for meetings and special events.
• Order business cards and other company-branded office materials.
Travel & Expense Administration
• Coordinate employee domestic and international travel.
• Administer the end-to-end expense reporting process, including tracking, reviewing, auditing, and approving submissions.
• Ensure expenses are accurately categorized, policy-compliant, and properly documented; identify discrepancies and resolve reporting issues.

Qualifications

Education & Experience
• Associate's degree required; Bachelor's degree in Business Administration or a related field preferred.
• Minimum of five (5) years of office management, executive administrative support, or related experience.
• Experience supporting an automotive, OEM, engineering, or corporate office environment preferred.
Skills & Competencies
• Demonstrated integrity, dependability, and the ability to maintain confidentiality.
• Outstanding interpersonal and customer service skills with a genuine desire to help others.
• Friendly, engaging, and approachable personality with a consistently positive attitude.
• Excellent verbal and written communication skills, with the ability to interact professionally with customers, suppliers, executives, employees, and visitors.
• Strong organizational, time management, and problem-solving skills.
• Ability to prioritize multiple responsibilities while maintaining exceptional attention to detail.
• Self-motivated, with the ability to work independently and exercise sound judgment.
Technical Skills
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, MS Teams).
• Experience with Adobe Acrobat and AI tools (ChatGPT, Claude, etc) preferred.
• Experience using badge/access control systems and standard office technology.
• Ability to quickly learn company-specific software and systems.
Physical Requirements
• Ability to sit, stand, and walk throughout the workday.
• Ability to occasionally lift and carry up to 25 pounds when stocking office and breakroom supplies.
• Ability to travel between two office facilities as needed.

Equal Opportunity Statement

We are an Equal Opportunity Employer and consider all qualified applicants without regard to race, color, religion, sex, national origin, age, disability, protected veteran status, or any other status protected by applicable law.