Administrative Assistant Job 2024 Full Time

Essential Job Functions:

• Reception & Front Desk Duties: Greet visitors in a professional and welcoming manner. Serve as the primary contact for incoming phone calls, directing inquiries and visitors to the appropriate staff member. Manage reception area to ensure it is tidy and organized. Handle and distribute incoming and outgoing mail and shipments (FedEx, USPS, etc.).
• Marketing & Branding: Manage and support branding, advertising, and marketing materials, including client feedback surveys, email marketing (Mailchimp), social media, and company website maintenance. Coordinate events and sponsorships to enhance corporate visibility and execute administrative projects related to business development.
• Operational Support & Communication: Maintain email inboxes, manage office supplies and vendor services (FedEx, USPS, Pitney Bowes), and oversee corporate programs such as the employee appreciation program and anniversary awards. Handle travel logistics for executives and staff, including bookings for Hertz and corporate travel, and ensure corporate communication channels (social media, website, newsletters) are up-to-date.
• Business Development & Leadership Support: Provide support for bid preparation, create statements of qualifications, manage recruiting processes (resume databases and SAM.gov), and assist with leadership workshops and meetings. Support executives in developing presentations, reports, and corporate documents using Microsoft and Adobe Suites.
• Event & Program Coordination: Organize and manage corporate-sponsored events such as the Christmas party, internal office events, and employee recognition programs. Oversee the design and distribution of company Christmas cards and other corporate communications.

Required Minimum Qualifications:

• Education: At least two (2) years of business management or related education required. Two (2) year Business Administration Degree is preferred.
• Work Experience: Prior office support/receptionist experience preferred. Business experience in the Oil and Gas Industry preferred.
• License/Certifications: Current AK Driver License with clean driving record.
• Post Job Offer Requirements: Take and pass a pre-employment drug test.

Knowledge, Skills & Abilities Required:

• Demonstrates strong leadership, sound judgment, problem-solving, and decision-making skills.
• Exhibits excellent self-discipline, organizational, and time management abilities, with professional written and verbal communication.
• Possesses strong interpersonal skills for collaboration with team members, clients, and service providers.
• Proficient in Microsoft Office Suite, PowerPoint, and typing, with familiarity in sourcing and vendor management principles.
• Capable of working independently, prioritizing tasks, and handling multiple responsibilities concurrently while maintaining confidentiality and professionalism.
• Adapts effectively and creatively to changing conditions and challenges, recognizing when immediate action or communication is required.
• Committed to safety and ethical standards in alignment with company and client expectations.

• Ability to lift up to 40 pounds and perform duties in a typical office environment, occasionally in warehouse facilities.
• Visual acuity must be adequate to safely perform all tasks.

• Some remote work acceptable after 90 days (no more than 3 days per week).