Schedule:
Regular hours on Thursday and Friday are 7:30 AM – 4:30 PM. 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:
We’re 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 Admin. In 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 Company’s 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 café refrigerator cleanouts regularly.
- Other special projects as required for various departments (stuffing envelopes, redirecting online sales leads, etc.)
