What are the responsibilities and job description for the Administrative Assistant position at Niowave Inc.?
Administrative Assistant Job Posting
Who we are…
We are a group of scientists, engineers, designers, technicians, and many others who are dedicated to changing the world by developing medical isotopes to treat and eradicate cancer. We also enjoy darts, cornhole, ping-pong, take-out for group lunches, chili cook-offs, and other fun events that make our company a community where we make a life, not just a living.
Who you are…
You are an open-minded, enthusiastic, committed team player who is versed in adjusting your style to the customers you are assisting. You are someone who lives and breathes keeping things organized and supporting others in being successful. You are comfortable with the day-to-day routine tasks that keep operations moving and are excited about building a role that stretches your abilities. You are familiar with social media and have an interest, perhaps even a passion for creating content.
What you can expect to work on…
The Administrative Assistant (AA) is instrumental in ensuring the general administrative functions and activities of the front office run smoothly. The AA monitors and routes incoming and outgoing communications and works closely with many levels of the organization efficiently. This role manages the administrative tasks, such as scheduling, document and information distribution, report collation and communication support and skillful coordination of small events and meetings. The AA works diligently to streamline administrative processes, enhance organizational efficiency, and contribute to the overall productivity and effectiveness of Business Services.
Essential functions
In coordination with the Office Manager:
- Handle telephone inquiries, sort and distribute mail and electronic communications, photocopy and scan documents, maintain electronic filing system.
- Assist with the coordination of events, including appointments, meetings, guests and partner visits. This includes arranging for food/catering, facilities and set-up and clean up.
- Respond to a variety of inquiries from internal and external parties to provide information.
- Process incoming and outgoing mail and internal deliveries.
- Provide office support including ordering office and janitorial supplies, running errands, coordinating any equipment and facility repairs or maintenance.
- Prepare a variety of documents (e.g. correspondence, agendas, minutes, presentations, reports).
- Maintain office and common areas by providing daily set-up and clean up.
- Greet and direct guests, and forward inquiries to the appropriate individual.
- Create updates to the company-wide intranet, the company contact lists and organizational charts as assigned.
- Assist with complex calendar management in support of senior staff.
- Follow up on decisions and other assignments that result from meetings.
In coordination with People Operations Staff:
- Assist with new hire onboarding procedures, including preparing paperwork and setting up meetings.
- Organize and coordinate staff appreciation initiatives and support event planning committee meetings.
- Assist in the recruitment process by supporting the Talent Engagement Specialist with social media engagement, scheduling candidate interviews, preparing interview packets, greeting and escorting candidates.
- Support People Operations projects and initiatives, such as feedback surveys and policy updates.
Competencies
- Handle matters of sensitive and confidential nature and practice high standards of discretion and confidentiality at all times.
- Exhibit exemplary customer relations skills in interacting with various levels of the organization.
- Demonstrated ability to work independently and cooperatively; prioritize and complete tasks in a timely manner.
- Communicates effectively by demonstrating active listening, superb written and verbal professional communication.
- Self-motivated and demonstrates excellent judgment in problem solving; skilled at balancing and prioritizing work duties.
- Highly organized, excellent attention to detail, ability to manage time efficiently and can work independently.
- Exemplary skills in interpersonal relations, customer service and or ability to resolve issues in a diplomatic manner.
- Embraces and models the Niowave Values of Teamwork, Courage, Integrity, and Upright Zeal.
- Understands how to integrate into a new team/organization – appreciates the history of current state, know how and when to make suggestions, as well as using just the right pace to reach the improved future state.
- Understands their own communication and learning styles, can assess others’ styles, and is able to find the right path to connect the two.
- Must be flexible, resourceful, and work well under pressure.
Education and experience
- Associates degree or equivalent experience.
- 2 years of experience operating standard office equipment, including important information technology and software applications; scheduling activities, meetings, and office procedures.
- Highly proficient with Microsoft Office Applications (Outlook, Word, PowerPoint, Excel, Teams, etc).
Preferred education and experience:
- 4 years of experience operating standard office equipment, including important information technology and software applications; scheduling activities, meetings, and office procedures.
- Experience with project coordination and support.
- Experience with social media and website platforms.
Position Type/Expected Hours of Work
- Full-time position.
- Working hours are typically Monday through Friday, 8 a.m. to 5 p.m. May include early or late hours due to meetings or events. Lunch hour break may vary based on front office coverage.
Travel
- Travel is primarily local during the business day. Includes travel between Niowave’s locations and errands in support of events (guests, trainings, etc. requiring food/refreshments).