Administrative Assistant

Job Summary:  

Horn USA is seeking a dedicated and efficient Administrative Assistant to support various departments within the company. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously. The ideal candidate will assist with administrative tasks, coordinate company events, and manage travel arrangements to ensure smooth operations. 

Supervisory Responsibilities: 

This position provides supervision to others:  ​No​ 

Essential Job Functions: 

Administrative Support: 

• Provide administrative assistance to diverse departments as needed, including scheduling meetings, managing correspondence, and handling office tasks. 

Event Coordination: 

• Assist in planning and organizing company events and activities to foster team unity and engagement. 
• Manage logistics for events, including catering, venue arrangements, and communication with participants. 

Travel Management: 

• Coordinate travel arrangements for management personnel and visiting guests, ensuring efficient planning and execution. 
• Handle booking of flights, accommodations, and transportation, and provide detailed itineraries to travelers. 

Hospitality Management: 

• Stock and maintain supplies for the office kitchen and break rooms, including plates, cups, utensils, snacks, and beverages. 
• Communicate and organize needed supplies with service providers. 
• Coordinate and negotiate yearly contracts for hotel accommodation for visitors and special events. 
• Ensure the boardroom and kitchenette are clean and stocked with necessary supplies for meetings and visitors. 
• Manage food service arrangements for employees and guests. 

Guest and Visitor Coordination: 

• Coordinate hotel and transportation reservations for visiting guests, ensuring seamless logistics from arrival to departure. 
• Communicate with guests and provide updates to management regarding visitor schedules. 
• Ensure company vehicles used by visitors are fueled, detailed, and ready for use. 

Meeting and Event Logistics: 

• Secure hotel blocks and make necessary reservations well in advance of company meetings and events. 
• Organize and communicate schedules and itineraries for attendees. 
• Coordinate catering and dining arrangements, including prepayment and reservations. 
• Stock meeting rooms with necessary supplies, snacks, and beverages. 
• Ensure cleanliness and readiness of meeting spaces before and after events. 

Other Duties: 

• Perform other duties as assigned. 

Qualifications: 

• 2-4 years of proven experience as an administrative assistant or in a similar role. 
• Excellent organizational and time-management skills. 
• Strong communication and interpersonal abilities. 
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). 
• Ability to multitask and prioritize tasks effectively. 
• Detail-oriented with a proactive approach to problem-solving. 

EDUCATION & TRAINING:  

• High School Diploma 

WORKING CONDITIONS 

WORK ENVIRONMENT: 

• Onsite, front desk location. 

HOUR/SHIFTS: 

• Primarily first shift. Four (4) hours per day for a total of 20 hours per week. Up to 29 hours per week maximum as needed. 

SALARY: 

• $23.00 - $25.00/hour

BENEFITS: 

• Holiday Pay 
• Sick/Vacation Time 

Physical Requirements: 

• Able to work on computers for extended periods of time.