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Administrative Assistant

Department: Administrative Services
Region: Midwest (US)

One of the Madison area’s most creative, high-profile companies, ETC (Electronic Theatre Controls), a global leader in entertainment and architectural lighting, currently has an opening for an Administrative Assistant!

Representative Responsibilities:
•    Mail and Packages:
          o    Sorts and distributes company and/or departmental mail
          o    Notifies and/or distributes parcels and other deliveries to appropriate personnel
          o    Responsible for coordinating certified mail
•    Responsible for the shipping of e-commerce orders 
•    Responsible for large copying and laminating projects
•    Assist with invoice verification for the Logistics department as needed
•    Responsible for the shipping of documentation and small packages from the Mail/Copy Center
•    Files departmental documents
•    Photocopies, scans and faxes information and documents as needed or requested
•    Performs data entry
•    Use and understand business systems (SAP, SharePoint, etc.)
•    Answers company phone lines
          o    Calls are answered in a polite and professional manner
          o    The caller’s intent is clarified and the call is appropriately routed
          o    Knowledge of Company’s phone extensions, employee’s schedules, etc. is used to route calls appropriately
•    Routes incoming faxes
•    Greets guests in a timely and professional manner
          o    Employee whom the guest wishes to visit is contacted immediately
          o    Guests are offered comfortable accommodations
          o    Guests are provided with directions to the employee’s area if necessary
•    Responsible for generating and publishing meeting minutes and reports
•    Provide administrative support on an as needed basis in various departments  
•    Flexibility to move within a pool of resources to various tasks based on company need
•    Completes purchase orders and works with vendors 
•    Drafts correspondence as needed
•    Other tasks as assigned

Minimum Qualifications: Grade and level to be determined – based on experience
•    Minimum of a HS diploma or equivalent 
•    All levels of previous job related experience will be considered 
•    Ability to interact with other employee and work as a team 
•    Strong communication and interpersonal skills 
•    Ability to communicate in business environment
•    Ability to work with minimal supervision 
•    Ability to read and understand written and verbal instructions
•    Ability to read, speak, and understand English 
•    Keyboarding skills, both alpha and numeric
•    Knowledge of multi-line phone systems 
•    Able to use Microsoft Word, Excel, and Outlook effectively 
•    Ability to type documents and reports 
•    Able to project a friendly and professional demeanor 
•    Able to work well under pressure 
•    High tolerance for repetitive work
•    Effective organizational skills and attention to detail 
•    Knowledge of SAP is helpful
•    Ability to lift 30 lbs. 

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