Executive Assistant

Denali Water Solutions - Rochester, NY

Full-time - Entry Level

Rochester, NY

Waste Management and Remediation Services

About the position

The Administrative Assistant position at Denali in Rochester, New York, is a vital role that supports the daily operations of the office. This position is responsible for a variety of administrative tasks that ensure the smooth functioning of the office environment. The Administrative Assistant will be the first point of contact for both internal and external communications, handling phone calls, directing inquiries, and taking messages. Additionally, the role involves managing the daily mail distribution, including picking up and delivering mail, as well as handling shipments through UPS and FedEx. The successful candidate will also be tasked with ordering office supplies, maintaining stock levels in the kitchen and cleaning areas, and ensuring that office equipment such as copiers and fax machines are operational and well-stocked. In this role, the Administrative Assistant will also provide support to the Marketing Department by assisting with administrative and financial billing tasks. This includes maintaining purchasing controls, coding purchase orders, and managing payroll time sheets. The position requires a detail-oriented individual who can maintain effective working relationships and contribute to safety programs within the organization. The work environment is primarily office-based, and the role requires sitting, typing, and computer use, with occasional bending and lifting as needed. Denali is committed to safety and offers a PEAKS Safety Program that rewards employees for prioritizing safety in their daily operations. This position is hourly and paid weekly, with various benefits including health insurance, dental and vision benefits, and performance bonuses.

Responsibilities

• Answer the phones, direct calls, take messages and distribute them.
• Pick up and distribute mail every day.
• Post and deliver mail to the post office at the end of each day.
• Order supplies and stock the office, kitchen, cleaning, and shipping areas.
• Routinely organize and maintain the work room and kitchen.
• Manage the copy machine, fax machine, and postage machine; ensure all are stocked; order and replace toners; oversee maintenance.
• Package, label, and send UPS and FedEx shipments.
• Handle internal and external communication, both written and oral.
• Maintain all office supplies and assist in safety programs.
• Provide administrative and financial billing support to the Marketing Department.
• Maintain purchasing controls and assist with financial accounting system introduction.
• Code all Purchase Orders and collect, summarize, and submit payroll time sheets.
• Collect and distribute incoming and outgoing mail, including Federal Express.

Requirements

• High School Diploma or GED is required.
• 1-3 years of experience in an administrative role is preferred.
• Strong written and oral communication skills are essential.
• Detail-oriented, accurate, flexible, dependable, and a team player.

Benefits

• Health Insurance
• Dental and Vision Benefits
• Company Paid Life and AD&D Insurance
• Automatic enrollment in Short & Long-Term Disability
• 4% employer contribution into 401k after six months
• Paid Vacation & Sick Leave
• Eligible for Performance Bonuses
• 9 Paid Holidays
• Employee Referral Program with bonuses for referrals.