Purpose of the Job
The Administrative Assistant is responsible to provide daily administrative and operations support to the whole site, while working with Gotion global locations in support of the Ohio site. These support functions include but are not limited to reception area management, distribution of company correspondence, document management, presentation and document reporting, copy and file work, event scheduling and logistics, travel coordination and logistics, purchasing, and interdepartmental teamwork.
Knowledge and Experience
- Associate degree or equivalent combination of education and/or experience is required, a degree in Business or Management preferred
- Must have a minimum of 3 years’ experience as an Administrative Assistant. Receptionist or front desk coordinator experience preferred
- Be proficient with Microsoft Outlook, Word, Excel, PowerPoint, and Adobe Acrobat.
- The knowledge and experience requirements, highly developed proficiency in the following competencies is needed
- Effective verbal and written communication skills with individuals of all backgrounds
- Time management for proactive and successful multitasking and independent work
- Project Management
Principal Responsibilities
- Completes a wide variety of secretarial and administrative duties as required by daily operations (copy work, file work, reception management, etc.)
- Proficient with Microsoft Office Suite and internet searching
- Utilize discretion and judgment to screen incoming calls and correspondence.
- Handles all office postal/parcel needs, open, sort and distribute incoming correspondence
- Provides effective correspondence with staff as dictated by manager
- Purchases supplies, equipment, and services as needed while using the company’s internal order approval system
- Performs goods receipt and/or service entries
- Gathers and shares purchasing documents with finance department such as quotes, purchase approvals, package receipt documentation, receipts, and invoices
- Tracks status of site purchases
- Monitors monthly budget so as to not exceed the site budget restrictions
- Greets visitors determining whether they should be given access to the site or specific individuals
- Oversees digital document control system as Administrator
- Manages physical filing system
- Assists in coordination of all necessary arrangements for meetings and/or conferences such as securing space, time, and preparing needed materials for on-site and off-site locations, takes effective meeting minutes as needed
- Completes cost effective coordination of the domestic business travel (route planning, reservations, itineraries, etc.) for employees and visitors.
- Give procedural guidance to staff members
- Support business manager by communicating effectively with customers and updating sales data
Nature and Scope
Work environment
- This is a Full-Time, In-Person position.
- The Administrative Assistant will work under supervision of the Senior Administrative Assistant.
- The Administrative Assistant will often work independently with time sensitive assignments, but with interdepartmental communication and teamwork needed
Internal and external relationships
- This position requires frequent interaction with organizational peers on-site and within the broader Gotion organization. In addition, interactions with customers, vendors, and contractors are routine.
- Supervisory responsibilities
