Job Summary:
The Administrative Assistant position provides administrative support to the division by conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.
Essential Functions:
Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions:
- Clerical Duties
- Customer Service
Core Functions:
Clerical Duties
- Prepare weekly and quarterly reports for retailers and manufacturers using Microsoft Excel.
- Create promotional materials weekly using Microsoft Publisher or Microsoft PowerPoint.
- Maintain external and internal email distribution lists and contact lists.
- Take minutes and distribute notes from team meetings.
- Maintain a universal employee calendar in Microsoft Outlook.
- Answer phone calls and direct calls to appropriate parties or take messages.
- Help with set-up and tear down for in-house meetings.
- Order and maintain inventory of office supplies, including water and snacks.
- Open, sort, and distribute incoming correspondence, including receiving deliveries and notifying the appropriate recipient.
- Prepare responses to correspondence containing routine inquiries.
- Provide support with general HR questions and inquiries.
- Use a variety of systems including, but not limited to, Go Spot Check, Power BI, Outlook, Teams, and all Microsoft Suite applications.
- Perform other general office duties as needed.
Customer Service
- Assist in planning and running bi-annual food show events, including creating and providing materials and products, and managing communications.
- Call retailers to provide updates on extra inventory, new promotions, or take product orders.
- Respond to questions and concerns from retailers and manufacturers via phone and email.
- Reconcile invoices and purchase orders as needed.
- Conduct store tours if needed which includes driving and providing transportation to manufacturers.
Tools and Equipment:
- All Microsoft Suite applications.
- Internal manufacturer or retailer programs including AFS and VendorLink.
Work Environment:
- Duties are typically performed in an office environment with moderate noise.
- Hazards are only those presented in a normal office environment.
Required Skills and Abilities:
- Proficient in computer applications such as Microsoft Word, Excel, PowerPoint, and Publisher.
- Must be able to lift up to 50 pounds at times.
- Experience with AFS and VendorLink a plus.
- Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
- Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.
- Demonstrate strategic and creative thinking skills.
- Detail oriented with strong analytical skills and ability to analyze statistical data.
- The ability to communicate information and ideas in writing or oral communication so others will understand.
- Service Orientation - Actively looking for ways to help people.
- Writing - Communicating effectively in writing as appropriate for the needs of the audience.
This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.
Job Type: Full-time
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Ability to Relocate:
- Salt Lake City, UT 84119: Relocate before starting work (Required)
Work Location: In person