Executive Assistant

Executive Assistant

Ted Pella, Inc. is seeking full-time onsite Executive Assistant to join our team. This person provides administrative support to the Sales and Marketing department and the President, and oversees various company administrative, maintenance, and customer service functions. This position reports to the VP of Marketing & Sales and the President and will work closely with department managers as needed.

Job Duties & Responsibilities:

Marketing & Sales

• Provide accurate and timely written quotations to domestic customers regarding product, prices, availability, and freight costs including brochures as necessary.
• Responsible for communication with sales staff regarding quotes, literature, and anything else needed for increasing sales.
• Take minutes at New Product Meetings, Instrument Development Meetings and any other meetings as requested.
• Manage exhibit and trade show calendar and preparation including booth reservations, carpet, tables, electrical, lead retrieval, and any necessary payments.
• Coordinate staff attending trade shows and respective travel plans as applicable.
• Make product labels.
• Enter all instrument orders.
• Enter user information for instruments in Excel spreadsheet.
• Collect, count, and categorize trade show leads and name drop cards and execute RFQs from leads.
• Participate as a member of the proofreading team for instrument manuals and other documents.
• Handle all customer surveys and attend to special customer requests.
• Answer customer phone calls and emails as needed. Forward to appropriate staff. Follow up to ensure satisfaction.

Executive/Operations

• Keep office supplies stocked and handle general maintenance of office machines. Purchase office supplies, furniture and equipment as requested and as authorized. Purchase packing slips and invoices as needed.
• Maintain contact information for company facilities vendors/contractors. Work with Operations Manager for repairs on AC, plumbing, electrical, and other facility needs.
• Oversee cleaning and maintenance of break room refrigerators. Coordinate in-house janitorial assistance when needed/necessary. Purchase cleaning supplies as needed.
• Perform daily general mail check and company email check.
• Prepare Monthly Report for management.
• Manage company voice mail system for closings, absences, and holidays.
• Backup for opening and closing of all buildings as a key holder.
• Keep library magazines/journals organized.
• Collaborate with President and Human Resources for company-wide special events, luncheons, etc.
• Maintain companywide phone list and confidential address list.
• Maintain current evacuation role call list for all buildings. Serve as one of the Emergency Evacuation Coordinators in the Main Building. Serve as emergency contact in case of off-hours building issues.
• Keep EM Society memberships updated annually.
• Update BioCell permit annually.
• Update SAM and ORCA government registrations annually.
• General clerical duties including photocopying, fax and mailing.
• Be upbeat and positive. Ensure customers have a positive experience.
• Perform other duties as assigned.

Job Requirements:

• A minimum of AA degree in related field; or the equivalent combination of education and work experience.
• 5 years increasingly responsible executive administrative work experience, including leadership experience.
• Proficient in recent MS Office products, including Word, Excel, and Outlook.
• Must type at least 40 wpm, and be proficient in 10-key.
• Familiarity with a variety of office equipment such as phones, copiers, scanners, printers and fax.
• Experience with a Customer Relationship Management (CRM) system and/or Enterprise Resource Planning (ERP) system.
• Excellent customer service skills, interpersonal skills, and ability to quickly establish rapport with customers and co-workers.
• Position requires collaboration, efficiency, and thoughtful interaction with customers, managers and co-workers.
• Excellent problem-solving skills and judgment.
• Excellent math, reading, writing and spelling skills.
• Excellent communication skills to communicate clearly and effectively in the English language, verbally and in writing.
• A high level of attention to detail and accuracy is required.
• Must be able to work in a fast-paced environment, learn new things quickly, handle multiple tasks, and prioritize responsibly.
• Must be self-motivated to work independently, as well as work well on a team. Must be results-oriented with a demonstrated track record of success.
• Must have strong attendance record and work ethic, and maintain a positive attitude at all times.

Physical Job Requirements:

This position operates primarily in an indoor office environment. While performing this job the employee is continuously required to talk, see and hear. Continuous sitting, use of hands and arms, to grasp and manipulate office tools, equipment and paperwork. Regular standing, walking, bending, twisting, reaching, and lifting/carrying 10 pounds. Occasional climbing stairs, use of step stools, lifting/carrying/pushing/pulling up to 30 pounds.

Hours:

Monday through Friday, 7:30 AM - 4:00 PM; hours may vary as needed based on business needs.

Pay/Benefits:

Hourly salary range is $25.00 - $35.00 per hour plus excellent benefits. The starting wage will be $25.00 - $30.00 per hour commensurate with education and experience. This position includes a generous medical, dental and life/AD&D insurance plans. A 401(k) plan with Company match is available after 1 year. Time off includes paid vacation and sick leave after a brief waiting period, and 10 paid holidays.

About Ted Pella, Inc.:

Ted Pella, Inc. has been serving the global microscopy community with instrumentation and supplies for over 58 years. We have been in Redding, CA for over 39 years. We sell to the entire USA and all around the world both directly and through a large distributor network. Visit our web site at https://www.tedpella.com. We are a family-owned and operated Company with a professional and friendly atmosphere.

We are an equal employment opportunity employer. Final candidates must successfully pass post-offer pre-employment drug screen and background check.

Pay: $25.00 - $35.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Application Question(s):

• What is your typing speed? Are you willing to take a typing test?
• The starting wage is $25.00 - $30.00 per hour plus benefits commensurate with education and experience. What is your desired pay range?

Education:

• Associate (Preferred)

Experience:

• Executive administrative support/office manager: 5 years (Preferred)
• CRM software: 1 year (Preferred)
• ERP systems: 1 year (Preferred)
• Microsoft Office: 1 year (Preferred)

Work Location: In person