Administrative Assistant – Southfield, Michigan

Come join us where we “Work Hard, Have Fun and Get the Job Done!”

Maritz Motivation Solutions works with marketing, human resources, and sales and channel marketing executives to provide consumer loyalty, channel loyalty, employee engagement and sales incentive solutions to Fortune 100 companies. Our teams help clients achieve business results by designing and delivering programs that engage and motivate people, are simple to use and manage, and make people feel special.

Solutions:

• Program design and execution
• Advanced technology
• Creative communications
• Analytics and reporting
• Rewards
• Fulfillment services

Scope

Works with indirect supervision in a Maritz field office. No direct reports or budgetary responsibility. May support senior leaders and other field office employees for Maritz Motivation Solutions (MMS), Channel Services Inc. (CSI), and Maritz Travel Company (MTC).

Reporting and Working Relationships

Interacts with all levels of employees internally and outside clients, vendors and suppliers.

Primary Responsibilities

50%

ADMINISTRATIVE SUPPORT:

• Manages front desk operations, including professionally greeting clients and co-workers with positive attitude.
• Answers telephone providing exceptional customer service by properly directing calls, answering questions, and taking messages. Maintains, updates and distributes office directory. Ensures proper operation of switchboard.
• Processes all inbound/outbound mail, shipments and interoffice shipments as well as package distribution as needed.
• Tracks, monitors and orders office supplies, copy paper and copier supplies to avoid running out of key supplies. Approves and pays invoices in a timely manner.
• Books conference rooms when requested, sets up Web-Ex meetings and meeting equipment, and monitors conference rooms daily to ensure rooms are clean and properly set-up for scheduled meetings.
• Maintains calendar(s), schedules appointments/meetings, reserves conference rooms, makes travel arrangements, approves timesheets as proxy, and manages expense reports/reconciles credit card charges accurately.
• Orders catering and assists with set-up and clean-up.
• Codes and submits invoices to accounting.
• Manages onboarding for new team members, including completing new user request in IT ESS System and making sure new hires have everything needed for first day, including work space, telephone, computer, name plate, etc., and completing I9 on new hire’s first day.
• Acts as liaison with Maritz IT regarding network issues – troubleshoots basic WiFi issues, troubleshoots basic computer network issues, reboots server when needed, provides basic computer network support.
• Acts as liaison for building maintenance and repairs.
• Resolves routine & non-routine problems based on knowledge of priorities, policies, procedures, or practices.
• Discreetly handles confidential information.
• Serves as the Record Retention and Data Security contact/administrator for assigned department while maintaining an organized filing system of all electronic and paper documentation.
• Helps coordinate department employee engagement activities including, but not limited to holiday-related activities, charity fundraising activities, etc.
• Maintains updated documentation of work processes and procedures.
• Proactively identifies and proposes suggestions to improve the operational and administrative efficiency, effectiveness, and service that contribute to a better working office environment.

25%

GENERAL OFFICE SUPPORT:

• Ensures the general cleanliness of the common office space areas such as the breakroom/kitchen, conference spaces, hallways, printer areas, etc. Contacts appropriate maintenance vendors for greater issues outside daily cleanliness of the spaces.
• Acts as liaison with printer supplier regarding maintenance, repairs and new equipment installation. Assists individuals with printer set-up when needed. Troubleshoots basic printer/copier/fax issues. Delivers faxes to intended recipients.
• Ensures kitchen equipment is in proper working order, troubleshoots basic equipment issues, and acts as liaison with applicable suppliers regarding maintenance, repairs and new equipment installation. Orders, monitors and organizes kitchen supplies.
• Assists with individual office moves, including moving equipment and small furniture. Coordinates larger scale office moves with professional movers.
• Monitor postage meter for funding and proper working order, fund postage for postage meter in timely manner.
• Forwards Town Center applicable communications to office (construction updates, etc.).

25%

PROJECT COORDINATION

• Assists project management, solution design, creative, financial, and other team members with assigned tasks on billable project assignments and client proposals. Tasks may include tracking and logistical support, assistance with financial management tasks, proofreading, and other project/proposal-based support.

Qualifications

1. High School Diploma or GED required. College courses, certificate or degree strongly preferred.

2. Previous administrative experience required.

3. Team worker, collaborative, kind, energetic, flexible, motivated, and positive attitude are essential.

4. Excellent organizational and communication skills. Must be able to work efficiently, prioritize well, effectively and multi-task to meet deadlines.

5. Must be a strong team player and motivated to work independently and/or collaboratively; excellent attention to detail, be reliable, proactive and provide excellent follow-up with those supporting.

6. Proficient in Microsoft applications, including Excel, Word, Outlook, Visio and PowerPoint. SharePoint experience a plus.

7. Physical requirements: Must be able to life, push or pull up to 50 pounds occasionally.

DISCLAIMER: This job description is designed to indicate the general nature and level of work performed by associates within this classification. It is not designed to confirm or be interpreted as a comprehensive summary of all duties, responsibilities and qualifications required of associates assigned to this job.

Maritz Motivation Solutions is an Equal Opportunity Employer.

Maritz is an Equal Opportunity Employer.