Administrative Assistant at Automated Media Inc.

AMI

POSITION DESCRIPTION

Title: Administrative Assistant

Reports To: Office Manager

FLSA Status: Non-Exempt

Last Revised: 10/07/2025

As an Administrative Assistant, your essential job functions will include the following:

General Building Services & Facility Support

• Assist with managing day-to-day operations of AMI corporate facility, including but not limited to:
• Manage office inventory and assets, including coordinating the receipt of all necessary supplies.
• Support building upkeep by reviewing office areas, processing maintenance requests, and securing service quotes.
• Monitor facility access.
• Help with vendor and contractor visits.
• Handle conveying emergency evacuation procedures, drills, and emergency communications.
• Answer incoming calls and route callers to the proper department or associate.
• Appropriately greet visitors and notify the designated associate of the guest’s arrival.

Mail & Shipping Services

• Support processing outbound US postal mail, carrier paid packages and pallets.
• Receive, sort & distribute incoming mail.
• Maintain postage supplies and equipment.

Administrative Support and Executive Assistance

• Support processing invoices and note any concerns or discrepancies.
• Substantiate credit card charges and apply to the correct budget designation.
• Compile presentations for corporate and customer meetings, special events, and all-company meetings.
• Help with conference room schedules.
• Coordinate executive schedules and help in making reservations, when requested.
• Update and maintain reports and records, including security credentials, employee checklists, financial data, budgets, inventory/asset lists, and customer billing tables.
• Assist with onboarding and offboarding procedures and processes.
• Aid in timesheet entry, billing corrections or providing customer billing reports, as requested.

General Duties

• Effectively respond to questions and requests from both internal and external customers.
• Handle all confidential information appropriately and maintain high ethical standards.
• Investigate data and provide analysis from the information gathered, as related to quotes, statistics, procedural comparisons, or company presentations.
• Review documents and presentations to provide proofreading, grammatical checks, content evaluations, or general opinion commentary.
• Coordinate catering orders and handle set-up and clean-up of team events, customer meetings, corporate functions, and VP-requested luncheons or dinners.

Other Duties as Assigned

Position Qualifications

• High school diploma or GED required; bachelors degree preferred.
• Strong communicator and team player, service-oriented mindset
• Excellent time management and organization abilities
• Intermediate proficiency in Microsoft Outlook, Word and Excel
• Experience with Google Documents, Sheets, and Forms is a plus

Competencies Required

• Agility
• Attention to Detail
• Customer Focus
• Initiative
• Time Management

Physical Job Requirements

• Full-time reporting onsite 40 hours a week.
• Lifting and handling packages up to 40 lbs.
• Periods of continuous viewing from and inputting data to a computer screen.
• Sitting and standing for lengthy periods of time.
• Travel as necessary (<10%).

Drug Policy

• AMI is a drug-free environment. All applicants being considered for employment must pass a pre-employment drug screening before beginning work.