Company Name: Morton Salt Import
Job Details
Duration: Permanent
Min Education: Not Specified
Salary: Commensurate
Job Type: Full Time
Min Experience: Not Specified
Required Travel:
  • USA - Chicago Illinois, 60601
Job Description
Assist 1 to 4 Directors and 8 Managers in all administrative functions. Work pro-actively with Directors to assist them with scheduling, mail, files, presentations, travel, invoice/expense processing, office supplies and other business functions as required. Support Directors and Managers with word processing and Power Point assistance. ESSENTIAL DUTIES 1. Coordinate all travel. 2. Prepare Directors expense reports per policies. 3. Process expenses, payment of vendor invoices and government fee submissions. 4. Process (physical) mail. 5. Coordinate shipment of product samples for Sales and Marketing. 6. Coordinate and plan meetings. 7. Coordinate office supplies. 8. Provide phone coverage during established hours; coordinate with sales Administrative Assistant for 100% coverage. 9. Vacation tracking. 10. Prepare documents, including spreadsheets, presentations. 11. Update sales literature. 12. Complete all administrative on-boarding tasks for new employees. This includes ordering computer equipment and training, Travel and Entertainment policies, office supplies, business cards, etc. 13. Other tasks as assigned SPECIFIC TASKS 1. Book all travel arrangements; prepare trip folder. 2. Gather all receipts; translate currency if needed, prepare expense report; present for Director signature. 3. Verify external invoices; code for cost center numbers. Verify all subordinate expense reports and cost center; initial expense report to note review; note any discrepancies. Pull necessary sales volume reports in support of government fee submissions. Present to Director or appropriate manager for signature. 4. Sort and expedite mail. Utilize folders to designate critical mail (red); signature required (yellow); returned typing (blue); other (vanilla). Check out-going mail frequently throughout day and process. 5. Obtain product samples as requested, if necessary pack and arrange shipment to assure timely arrival in good condition. 6. Meet daily with Directors to understand schedule and priorities. Set up regularly scheduled meetings, e.g., weekly, monthly, quarterly. Provide hard copy of calendar as desk copy. Monitor in-coming invitations; prioritize, schedule, propose alternative schedules. 7. Maintain inventory of supplies. Procure supplies to maintain sufficient inventory (1–2 months) and order special items as needed. 8. Ensure phones are covered 8:30 – 5:00 p.m. Route call appropriately. 9. Track vacation eligibility and time taken/authorized. 10. Accurate and timely document preparation. 11. Make simple changes to Sales Literature in Power Point and Microsoft Word as requested by Marketing Managers. 12. Coordinate all specific departments to prepare administratively for new employee, i.e., IT, HR, Procurement. Procure all necessary materials for employee. 13. Other duties as assigned. MINIMUM POSITION QUALIFICATIONS Education: Administrative Assistant training; BA is a plus. Experience: 1-3 years of Administrative Assistant experience. KNOWLEDGE, SKILLS AND ABILITIES • Strong communication skills, written and oral. • Proactively take responsibility to improve efficiency and support Directors and Managers. • Demonstrates sense of urgency with a good attitude. • High ethical standards. • Excellent Word, Excel, and Power Point skills. *cb