Administrative Assistant
Rotary Supply Corporation, a family-owned and operated wholesale linen distributor, has been providing impeccable service to the hospitality industry since 1924. Our commitment to quality, experience, and excellence is the foundation of our business. At Rotary Supply, service means a courteous staff, affordable prices, quality merchandise, and prompt delivery.
The Opportunity
We are seeking a highly organized and proactive Administrative Assistant to support the efficient operation of our office. The Administrative Assistant role involves a wide range of administrative and executive support tasks, requiring the ability to work independently with minimal supervision. The ideal candidate for Administrative Assistant will be flexible, well-organized, and able to handle the administrative challenges of a dynamic and busy office environment.
Key Responsibilities of Administrative Assistant
Administrative Support
General Duties: Perform general administrative duties including answering phones, scheduling meetings, and managing calendars.
Document Preparation: Prepare, modify, and edit documents such as correspondence, reports, drafts, memos, and emails.
Mail Handling: Handle incoming and outgoing mail and packages.
Inventory Management: Maintain office supplies inventory and place orders as necessary to ensure the office is well-stocked.
Data Management
Filing Systems: Maintain electronic and paper filing systems, ensuring data is organized and easily accessible.
Data Entry: Enter and update data in databases and spreadsheets with accuracy and completeness.
Customer Service
Visitor Assistance: Greet and assist visitors in a professional and friendly manner.
Inquiry Handling: Handle inquiries from customers, vendors, and the public, directing them to the appropriate personnel.
Support: Assist the Customer Service Specialist with emails and inquiries to vendors and customers.
Meeting and Event Coordination
Scheduling: Schedule and organize meetings, including preparing agendas and taking minutes.
Event Planning: Assist in the planning and coordination of company events, conferences, and other functions.
Executive Support
Administrative Support: Provide administrative support to senior executives, assisting with special projects and research as required.
Team Assistance: Support the team with other tasks as needed.
Office Management
Environment Maintenance: Ensure the office environment is maintained in a neat and professional manner.
Coordination: Coordinate with building management and service providers for maintenance and repairs.
Requirements
Education: Bachelor’s degree preferred.
Experience: 2 to 5 years’ experience as an Administrative Assistant or in a similar role.
Technical Skills: Proficient in MS Office (Word, Excel, PowerPoint, Outlook), QuickBooks Online, and CRM tools (Salesforce).
Time Management: Excellent time management skills and ability to prioritize work.
Organizational Skills: Strong organizational skills with attention to detail.
Communication: Excellent written and verbal communication skills.
Independence: Ability to work independently and as part of a team.
Problem-Solving: Strong problem-solving and analytical abilities.
Professionalism: Professional demeanor and strong customer service skills.
Desired Qualities for and Administrative Assistant
In addition to the technical qualifications, we expect you to embody the following character, behavioral, and cultural qualities:
Can-Do Attitude: Approach tasks with positivity and a problem-solving mindset.
Entrepreneurial Spirit: Demonstrate initiative and innovative thinking.
Impeccable Work Ethic: Show dedication and commitment to excellence.
Innovative Solutions: Enjoy creating and applying innovative solutions.
Team Player: Will jump in where needed, demonstrating flexibility and cooperation.