Administrative Assistant

Classification: Non-exempt

Department: Marketing

Reports to: Marketing Manager

Date: June 2025

Administrative Assistant

JOB DESCRIPTION

Summary/ Objectives

The admin assistant is responsible for greeting visitors and delivering exceptional customer service assistance.  Duties and responsibilities include greeting visitors, helping them navigate through the facility, cleaning and all presentation aspects of Puck.  In addition, they maintain schedules, obtain supplies and work on special projects as needed. 

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Answers and screens incoming calls for Puck.  Takes messages or fields/answers all routine and non-routine questions. Works in cooperation with other Puck employees to cover the phones.
2. Ensures that all customer visits are handled professionally and courteously to improve guest experience.
3. Organizes and prioritizes information, calls and disseminates inter-company communications.
4. Maintains an orderly appearance throughout the reception area, office spaces, meeting rooms and kitchen areas.
5. Responds to regularly occurring requests for information. Supports all Puck employees with projects as assigned by HR and Executive Team.
6. Handles confidential and non-routine information.
7. Works independently and within a team on special non-recurring and ongoing projects.
8. Assists with events and conferences by locating space and confirming caterer, while being cost effective.
9. Schedules and organizes activities such as travel, conferences and activities for all members of the Puck organizations. 
10. Monitors stock and ordering of office supplies, paper products, food/drink needs for events as well as cleaning supplies.
11. Facilitate the entry and processing of ERP job orders, invoicing, bills of material, customer orders, and purchasing as assigned.

Competencies

1. Personal Effectiveness/Credibility.
2. Thoroughness.
3. Collaboration Skills.
4. Communication Proficiency.
5. Flexibility.
6. Problem solving skills.
7. The ability to remain positive and focused in supporting multiple departments.
8. Good time management skills.
9. A willingness to learn new skills in a changing environment.

Supervisory Responsibility

This position has no supervisory responsibilities.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

This is largely a sedentary role; however, each day will vary based on projects and assignments. This would require the ability to lift, bend or stand as necessary.

Position Type & Expected Hours of Work

This is a full-time position. Standard days and hours of work are Monday through Friday, 8:00am to 5:00pm. This position may occasionally require long hours and weekend work.

Travel

Minimal travel is expected for this position. Local errands primarily.

Required Education & Experience

1. High school diploma.
2. One year of administrative experience.

Required Education & Experience

1. Two years of related experience.

Equal Employment Opportunities (EEO)

Puck provides equal employment opportunities (EEO) to all team members and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, Puck complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall,