GreatAmerica Financial Services is an equal opportunity employer and does not discriminate against otherwise qualified applicants on the basis of race, color, creed, religion, ancestry, age, sex, marital status, national origin, disability or handicap, or veteran status.

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Administrative Assistant-Receptionist (Cedar Rapids, IA)
  
Job Description

Position Summary

Provides support to sales leadership and sales staff in the Office Equipment Group, relieving them of as much day-to-day administrative duties as possible. Responsible for handling confidential and time sensitive information working with both internal and external personnel.  Duties require excellent knowledge of GreatAmerica, and diplomacy and judgment in dealing with a wide range of situations.  Position requires the ability to anticipate problems, initiate appropriate action, and administer confidential information with discretion.

 

Essential Functions

  • Provide support to Sales Leaders and Sales Representatives (Office Equipment Group) – scheduling appointments, supporting training, handling logistics, determining priorities and maintaining calendars as necessary.
  • Supports sales and marketing personnel (Office Equipment Group) – updates and directs marketing requests to appropriate personnel; handles and maintains rate cards; inputs data and tracking information into Salesforce.com; tracks, monitors and ships tradeshow collateral; manages dealer awards; readies birthday cards for sales leaders; facilitates holiday cards; assists with holiday gifts; procures and manages inventory of giveaways; provides labels, packaging, and shipping for marketing campaigns; organizes and supports marketing flyer distribution and (Office Equipment Group) onboarding packets; updates Insight pages, online events calendar, Value Shelf, and tradeshow tracking; and controls flow through of vendor agreements (National Accounts Team).
  • Supports (Office Equipment Group) National Accounts Team – Creates rate cards and maintains (Vision) based on Quarterly promotions from National Accounts; data tracking prior to tradeshows; and updates Insight pages.
  • Performs administrative duties requiring considerable judgment, initiative, and knowledge of GreatAmerica Financial Services.
  • Interfaces with all levels of internal and external personnel requiring explanation, discussion and obtaining approvals.
  • Composes letters for signature requiring an excellent working knowledge of GreatAmerica Financial Services.
  • Prepares and edits materials and agendas for sales meetings with customers and personnel.
  • Prepares business cards company wide
  • Proofreads typed data ensuring proper spelling, punctuation, and grammar usage.
  • Assists with Marketing needs for internal sales tools, presentations, etc.
  • Supports and facilitates logistics for various local and online company (Office Equipment Group) sponsored events, including coordinating elevator, door, table tents, name badges, placards, and extra facilities services (i.e., dealer visits, Dealer Council, quarterly meetings, celebrations, lunches, employee gifts, dealer gifts, dinners, and lunches).
  • Organizes internal and hosted training events, and supports industry involvement initiatives (i.e., ITEX, association meetings, annual OEM meetings, dealer visits, etc.). Creates events in Salesforce to support communication from sales to dealers.
  • Coordinate travel tasks; i.e. dealer information, meetings, Salesforce tracking and other events with Executive Assistant (Office Equipment Group) to the General Manager.
  • Coordinates travel tasks for sales reps; i.e. meal reservations, marketing collateral, etc. (Office Equipment Group)
  • Backup to Corporate travel coordinator
  • Reviews and approves expense reports (Office Equipment Group)
  • As a member of administrative team, provides administrative support to all areas of the company as necessary.
  • As the front desk receptionist, performs other duties as referenced in the “Front Desk Binder”
  • Welcome on-site visitors, determining the nature of business and announces visitors to appropriate personnel; biweekly Table for One coordination; y-cord distribution; anniversary emails; Officer of the Courts” deliveries; maintain the emergency procedure seating chart; and maintain Lost & Found
  • Responsible for administration and audit of secure access badges (i.e. employee (temp), visitors, events)
  • Keep lobby in clean and organized condition for visitors and proper GreatAmerica image. 
  • Lives the GreatAmerica principles; involved in cross-functional team efforts as assigned and required.
  • Performs phone coverage and other duties as required.
Knowledge, Skills and Abilities

Position Qualifications

Competencies:

For all GreatAmerica team members:  Honesty/Integrity, Customer Oriented, Accountability, Tenacious, Communication Skills (Oral & Written), Adaptability

For this position: Multi-tasking, Decision Making, Confidentiality, Organizational Skills, Detail Oriented. 

Education: High school graduate or equivalent

Experience: minimum of 2 years administrative experience

Skills and Abilities

Computer Skills: Microsoft Word, Excel & PowerPoint, SharePoint (Helpful but not mandatory), Outlook, Internet Explorer

Other Requirements: Position requires administering company sensitive/confidential and proprietary information with the utmost discretion. Ability to effectively and diplomatically communicate verbally and in writing is required.  Ability to work in fast-paced and tense situations and have travel coordinating experience. Must be able to establish and maintain professional working relationships with all levels of GreatAmerica personnel and external contacts. Requires extensive knowledge, utilization, and proficiency in a variety of software packages.