Executive Assistant

Ted Pella, Inc. is seeking full-time onsite Executive Assistant to join our team. This person provides administrative support to the Sales and Marketing department and the President, and oversees various company administrative, maintenance, and customer service functions.

This position reports to the VP of Marketing & Sales and the President and will work closely with department managers as needed.

• Provide accurate and timely written quotations to domestic customers regarding product, prices, availability, and freight costs including brochures as necessary.
• Responsible for communication with sales staff regarding quotes, literature, and anything else needed for increasing sales.
• Take minutes at New Product Meetings, Instrument Development Meetings and any other meetings as requested.
• Manage exhibit and trade show calendar and preparation including booth reservations, carpet, tables, electrical, lead retrieval, and any necessary payments.
• Coordinate staff attending trade shows and respective travel plans as applicable.
• Make product labels.
• Enter all instrument orders.
• Enter user information for instruments in Excel spreadsheet.
• Collect, count, and categorize trade show leads and name drop cards and execute RFQs from leads.
• Participate as a member of the proofreading team for instrument manuals and other documents.
• Handle all customer surveys and attend to special customer requests.
• Answer customer phone calls and emails as needed. Forward to appropriate staff. Follow up to ensure satisfaction.

• Keep office supplies stocked and handle general maintenance of office machines. Purchase office supplies, furniture and equipment as requested and as authorized. Purchase packing slips and invoices as needed.
• Maintain contact information for company facilities vendors/contractors. Work with Operations Manager for repairs on AC, plumbing, electrical, and other facility needs.
• Oversee cleaning and maintenance of break room refrigerators. Coordinate in-house janitorial assistance when needed/necessary. Purchase cleaning supplies as needed.
• Perform daily general mail check and company email check.
• Prepare Monthly Report for management.
• Manage company voice mail system for closings, absences, and holidays.
• Backup for opening and closing of all buildings as a key holder.
• Keep library magazines/journals organized.
• Collaborate with President and Human Resources for company-wide special events, luncheons, etc.
• Maintain company wide phone list and confidential address list.
• Maintain current evacuation role call list for all buildings. Serve as one of the Emergency Evacuation Coordinators in the Main Building. Serve as emergency contact in case of off-hours building issues.
• Keep EM Society memberships updated annually.
• Update Bio Cell permit annually.
• Update SAM and ORCA government registrations annually.
• General clerical duties including photocopying, fax and mailing.
• Be upbeat and positive. Ensure customers have a positive experience.
• Perform other duties as assigned.

• A minimum of AA degree in related field; or the equivalent combination of education and work experience.
• 5 years increasingly responsible executive administrative work experience, including leadership experience.
• Proficient in recent MS Office products, including Word, Excel, and Outlook.
• Must type at least 40 wpm, and be proficient in 10-key.
• Familiarity with a variety of office equipment such as phones, copiers, scanners, printers and fax.
• Experience with a Customer Relationship Management (CRM) system and/or Enterprise Resource Planning (ERP) system.
• Excellent customer service skills, interpersonal skills, and ability to quickly establish rapport with customers and co-workers.
• Position requires collaboration, efficiency, and thoughtful interaction with customers, managers and co-workers.
• Excellent problem-solving skills and judgment.
• Excellent math, reading, writing and spelling skills.
• Excellent communication skills to communicate clearly and effectively in the English language, verbally and in writing.
• A high level of attention to detail and accuracy is required.
• Must be able to work in a fast-paced environment, learn…