Administrative Assistant

Administrative Assistant

Job Category: Administration

Requisition Number: ADMIN
004234

Full‑Time

Headquarters | Herndon, VA 20171, USA

• Built on over a century of dedication, Maola is always looking ahead—investing in our people, strengthening our communities, and securing fresh, local dairy for the future.
• Join a farmer‑owned cooperative rooted in integrity, sustainability, and a passion for providing fresh, high‑quality Maola dairy products.
• We prioritize your well‑being with competitive pay and a comprehensive benefits package, including Medical, Dental, Vision, 401(k) with employer match, Life Insurance, paid time off, and more—available within your first month.
• Our employees are an integral part of who we are — what you do and what you think matters.

$21.63 to $26.44

The position is Monday – Friday, 8:30 am – 5:00 pm, and is fully onsite.

The Administrative Assistant will be a member of a dynamic team and be responsible for greeting guests and handling various administrative tasks. The Administrative Assistant will provide a full range of administrative support for staff across the company and key stakeholders. Duties will require accuracy, a high degree of initiative, exceptional organizational skills, discretion, and teamwork. The position is Monday – Friday 8:30am – 5:00pm and is fully onsite.

• Serve as the primary point of contact for internal and external communications at the corporate office. This includes answering phone calls, responding to emails, and greeting visitors, ensuring a professional and welcoming atmosphere.
• Organize conferences rooms for executives and team members by sending out invites, and ensuring all necessary materials are prepared in advance.
• Develop and maintain organized filing systems for both physical and digital documents. Ensure that records are easily accessible, up‑to‑date, and compliant with company policies and regulations.
• Input and update information in databases and spreadsheets. Ensure accuracy and confidentiality of sensitive information while maintaining data integrity.
• Assist in the creation of reports, presentations, and other documents. This includes gathering data, formatting information, and ensuring that all materials are polished and professional.
• Perform various administrative duties such as managing office and kitchen supplies, processing invoices, and maintaining budgets. Ensure that the office runs smoothly by proactively addressing any logistical needs.
• Assist in the planning and execution of projects such as mailings, by coordinating timelines, resources, and team members. Track project progress and provide updates to stakeholders as needed.
• Help create a positive work environment by facilitating monthly employee engagement activities.
• Provide exceptional customer service by addressing inquiries, resolving issues, and ensuring client satisfaction. Act as a liaison between clients and the company, fostering strong relationships.
• Handle sensitive information with discretion and confidentiality. Understand the importance of privacy in administrative tasks and adhere to company policies regarding data protection.
• Help track departmental budgets and expenses. Prepare financial reports and assist in the reconciliation of accounts as needed, ensuring adherence to financial policies.
• Work with the Executive Assistant to develop and implement efficient office procedures and workflows. Identify areas for improvement and streamline processes to enhance productivity and efficiency.
• Perform research on various topics as requested by leadership. Summarize findings and present information in a clear and concise manner to support decision‑making.
• Assist team members with basic technical issues related to office equipment and software. Troubleshoot problems and coordinate with IT support when necessary.
• Ensure that office equipment is in good working order. Schedule maintenance and repairs as needed and manage relationships with vendors and service providers.
• Support marketing initiatives by coordinating events and assisting with the disbursement of promotional materials.
• Ensure…