Administrative Assistant

  • Full-time
  • Shift: 1st

Company Description

BUILD your career with an organization that is a leader in intelligent media delivery, providing more than 58,000 clients with innovative media solutions to influence consumers wherever they plan, shop, buy and share.

LIVE your passion through a culture that actively supports community involvement and delivers hope to missing children and their families across the nation through its signature Have You Seen Me?® Program.

CREATE our future by integrating online and offline data combined with powerful insights, to precisely target our clients' most valuable shoppers, offering unparalleled reach and scale.

We are intelligent media delivery.

Valassis is a leader in intelligent media delivery, providing over 58,000 clients with innovative media solutions to influence consumers wherever they plan, shop, buy and share.  By integrating online and offline data combined with powerful insights, Valassis precisely targets its clients' most valuable shoppers, offering unparalleled reach and scale.  NCH Marketing Services, Inc. and Clipper Magazine are Valassis subsidiaries, and Save.com is its consumer brand.  Its signature Have You Seen Me?® program delivers hope to missing children and their families.  Valassis is a wholly owned subsidiary of Vericast.

Come flourish with Valassis Manufacturing!

  • Thrive in an environment of mutual accountability where multi-skilled employees and collaborative teams participate in planning, organizing and executing a daily business plan.
  • Join an operations team that exceeds client expectations by enhancing print capabilities, digital offers, and customer service.
  • Work with complex technologies from industry leading equipment and international suppliers that specialize in digital printing, manufacturing automation and IT systems.
  • Develop your technical skills through in-depth training and certification processes.
  • Explore your passion working with advanced, robotics equipment.
  • Dive into a dynamic business environment with a sophisticated manufacturing process that delivers relevant marketing campaigns and solutions to help our partners, clients and customers grow their business.

Rewards

  • Take charge of your future with our generous 401K savings plan with company match, which is vested from day one.
  • Participate in our company wide well-being program that also serves to lower your annual health insurance premiums.
  • Explore new education opportunities with our Tuition Reimbursement Plan which covers up to $5,250.
  • We offer work-life flexibility, meeting personal obligations along with professional success.

Job Description

JOB SUMMARY

Under general supervision, provides general administrative support to a manager or department/unit. This position will locally support administration best practices related to purchasing, personnel, facilities, safety and operations.

KEY DUTIES/RESPONSIBILITIES

Prepares, proofreads and distributes critical reports, correspondence, memorandums and financial data. Analyzes moderately complex information for inclusion into routine or pre-formatted reports and correspondence using standard software packages. May design or customize basic documents or spreadsheets. Directs preparation of records such as agenda, notices, minutes, and resolutions for department meetings. 30%

Provides assistance with personnel matters such as recruiting, working with contract agencies, new hire orientation, payroll, and training. May issue and track badges. Coordinates offsite & onsite events and coordinates engagement programs. 25%

Purchases basic supply items and audits and maintains the inventory of supplies. Arranges for office equipment maintenance. 15%

Monitors manager’s and staff’s calendar, sends and receives requests for meetings and coordinates routine meetings. Independently schedules appointments for manager. Researches standard travel arrangements and coordinates travel plans. Prepares expense reports. 10%

Answers phone, transfers calls, and takes messages. Screens incoming calls and responds independently when appropriate. Answers routine requests and interprets department policies. Greets and directs visitors. May serve as administrative liaison with others within and outside the company regarding administrative issues related to purchasing, personnel, facilities and operations. 10%

Makes copies of correspondence or other printed materials as necessary. Creates and maintains filing systems. May open, screen, sort and route mail. Performs other duties as assigned. 10%

Qualifications

EDUCATION

High School Diploma or GED (Required) Bachelor's Degree (Preferred) EXPERIENCE 0 - 2 years Relevant Experience (Required) 3 years on the job training after high school (Preferred)

KNOWLEDGE/SKILLS/ABILITIES

Ability to read and comprehend moderately complex instructions, short correspondence, and memos.

Ability to write business correspondence with understanding of audience.

Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Effective interpersonal and communication skills and the ability to interface with personnel at all levels both verbally and in writing.

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Ability to apply common sense understanding and independent judgment to carry out instructions furnished in written, oral, or diagram form.

Ability to employ basic reasoning skills to deal with problems involving several concrete variables in standardized situations.

Ability to maintain confidentiality on sensitive matters.

Ability to establish and maintain effective, trusted relationships with internal and external vendors and clients.

Ability to work independently, multi-task and meet tight deadlines

Additional Information

Physical Requirements / Working Conditions:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 

While performing the duties of this job, the employee is required to lift up to 40lbs, carry up to 40lbs, push up to 40lbs, pull up to 40lbs, twist, stand, walk, squat, kneel, reach, and grip throughout the shift. Lastly, employees are required to have the ability to work in a fast-paced environment.


The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly exposed to moving mechanical parts, airborne dust, paper particles, and industrial lift trucks. All work environments that exceed OSHA's standard on noise levels require associates to wear the hearing protection that is provided.

*Disclaimer: Weight requirements may vary by location. Please contact HR Business Partner for further details and/or refer to Physical Requirements Addendum. 

Valassis is an equal opportunity employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Applicants who have disabilities may request that accommodations be made in order to complete the selection process by contacting [email protected].

EEO is the law. To review your rights under Equal Employment Opportunity please visit: www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf.

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