Administrative Assistant / Receptionist – Part time

Schedule: Regular hours on Thursday and Friday are 7:30 AM 4:30 PM. Additional hours up to 20 hours per week are available.

Occasionally fill in for the primary full-time admin assistant when they are out of the office. This position will allow the swap of scheduled days occasionally with the primary admin for schedule flexibility.

Location: 1600 Landmark Dr. Cottage Grove WI 53527

Position Overview:

Were a leading global fitness company seeking a detail-oriented and proactive part-time Administrative Assistant to join our team and support our primary full-time this role you will provide essential support to ensure the smooth day-to-day operation of the office. The ideal candidate is reliable organized and comfortable handling a variety of administrative tasks with minimal supervision.

The successful candidate will also sit at our front desk so they will deliver the first impression of our company to visitors professionalism friendliness and positivity are a must!

Responsibilities:

Variety of administrative tasks while also handling the front desk:

• Open sort and distribute daily incoming mail and maintain postage machine.
• Schedules meetings customer visits and travel itineraries for visiting employees and coordinates related arrangements including catering. Visitors are both domestic and international. Includes setting up for the visit day and clean-up conference areas after the visits.
• Orders and coordinates meals for meetings visitors and special events as needed.
• Creates ID badges for the Cottage Grove employee identification system.
• Assist front-door visitors with the Envoy notification system.
• Office supply ordering coordination and organization.
• Backs up primary admin in ordering business cards and nameplates for employees.
• Maintains supplies in breakroom areas and tidies up any clutter as needed.
• Tracks expenses and completes expense reports on time for supplies visitor travel etc. using the Concur system.
• Updates company news events announcements and documents on the Companys intranet site using SharePoint.
• Arrange hotel and car reservations and other travel accommodations for visitors.
• Posts reports on the company headquarters intranet site regularly.
• Serve as a point of contact for vendors and service providers related to office operations.
• Assist HR with coordinating the Years of Service program quarterly.
• Assist HR with special event signage setup and coordination such as catered employee lunches.
• Assist Cleaning & Laundry Assistants with laundering and folding towels for our onsite workout facilities when needed.
• Coordinate caf refrigerator cleanouts regularly.
• Other special projects as required for various departments (stuffing envelopes redirecting online sales leads etc.)

• Possesses a general knowledge of fundamental concepts practices and procedures in administration
• Strong organizational and time-management skills with the ability to multitask effectively.
• Demonstrated effective interpersonal verbal and written communication skills.
• Strong sense of initiative and a sense of urgency demonstrated by accomplishing tasks improving current work processes and assisting others when necessary.
• Unwavering attention to detail and commitment to world-class quality.
• Able to project a positive and professional demeanor to all internal and external contacts.
• Requires the ability to maintain a high degree of confidentiality.

Benefits:

401(k)

Product discounts

Wellness programs