Administrative Assistant

The Administrative Assistant is a vital position within our organization, serving as the central hub of coordination for internal and external administrative communications at Western Steel. This role oversees day-to-day office operations, including answering the main telephone lines, scheduling appointments/meetings for various teams, managing incoming/outgoing correspondence, maintaining office-related files, ordering office supplies, welcoming visitors, providing recruitment and hiring support, and ensuring smooth administrative functions throughout the organization.

As an entry-level position, the Administrative Assistant role offers excellent opportunities for professional growth and development, with potential pathways to advance within the company as you build your skills and expertise.

Administrative Assistant Key

Roles and Responsibilities

Reception/Front Desk Management

• Greeting visitors and directing them appropriately
• Answering phone calls and managing incoming inquiries
• Manage the cleanliness of the reception area
• Ensure a professional atmosphere in the overall office
• Coordinating call and mail transfers to the appropriate team members

Meeting Scheduling

• Scheduling meetings, appointments, and conference rooms
• Preparation of meeting agendas as required
• Preparation of meeting minutes as required
• Sending reminders internally and externally for interview coordination
• Collaborate with the hiring manager on the preparation and execution of onboarding agendas for newly hired staff

Communication

• Oversee and distribute incoming and outgoing mail, faxes, and shipping needs, including routine drop-offs to physical shipping locations
• Drafting and preparing correspondence, including letters and emails, and other assigned projects
• Assist with bulk marketing mailing campaigns
• Managing internal communication channels and messaging systems

Office Inventory Control

• Monthly inventory review and approval with the Business Services Manager
• Ensuring inventory releases and return documents are properly executed
• Annual e-recycle tracking, completion, and reporting
• Maintaining a document management system program, including destruction scheduling

Office Operations and Logistics

• Ordering the office/break-room supplies within an assigned budget
• Maintain reports as requested by the finance team for budget tracking
• Oversee leased office equipment and coordinate maintenance with vendors
• Collaborate with the Business Services Manager to manage office space and layout for events or group work to accommodate meeting and team needs as assigned
• Maintain overall office cleanliness, including watering plants, restocking breakroom snacks, and wiping down conference room tables and glass surfaces
• Assist with keeping the tech room organized and clean

Administrative Support

• Prepare reports from supplied data sets and assist with presentations as assigned
• Managing travel arrangements for staff, leadership, interviewees, and others assigned
• Coordinate with marketing on the needs for team convention visits when applicable

Recruitment and Hiring Support

• Coordinate job postings across various platforms and career sites
• Assist with the candidate pipeline and scheduling of interviews
• Serve as the initial point of contact for candidates and respond to inquiries
• Schedule interviews and coordinate logistics with hiring managers and interview panels
• Conduct reference checks and employment verifications as needed
• Assist with onboarding logistics for new hires, including workspace setup and first-day preparations
• Support applicant tracking records and ensure compliance with hiring documentation requirements

Event Planning (In tandem with the Business Services Manager)

• Assist the internal teams in coordinating company events and meetings
• Manage catering orders, confirm venue bookings, and other event logistics
• Coordinate field visits, trade shows, and other outreach events as assigned

Essential Skills for the Administrative Assistant

• Excellent communication skills, both verbal and written
• Strong organizational skills and attention to detail
• Proficiency in office software (Microsoft 365, Google, Adobe, Zoho Suite, Etc.)
• Ability to multitask and prioritize tasks for optimal scheduling and effective completion with minimal supervision
• Customer service skills and the ability to interact with diverse groups and individuals
• Ability to stay calm, communicate effectively even in tense situations, and promptly escalate matters to appropriate team members when applicable