Administrative Assistant - 100% On Site in Kent WA

Wilmar LLC, proud owner of Performance Tool and other brands, is a leading supplier of quality tools to major retailers and distributors throughout North America and internationally.

We’re growth oriented, customer obsessed, and proud of our history while being focused on building an even better team for tomorrow. Come grow with us!

We are looking for an Administrative Assistant to support our management team. This position is 100% on site in Kent, WA with hours of 7:30/8:00 am to 4:00/4:30 pm Mon-Fri.

The responsibilities for this position are:

• Answers and transfers phone calls, screening when necessary; welcomes and directs visitors and clients.
• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
• Responds to and resolves administrative inquiries and questions.
• Coordinates and schedules travel, meals, meetings, and appointments for managers or supervisors.
• Records and distributes minutes or other records for meetings.
• Maintains office supplies and coordinates maintenance of office equipment.

Travel

• Manage all travel arrangements (domestic and international), including complex multi-day meeting set-up, logistics, lodging, transportation, meals meeting set-up, lodging, transportation, meals, etc.
• Proactively manages disruptions in travel plans.
• Prepare Travel Folders (electronic or hard copy) to include boarding passes, directions, documents to pre[1]read and agenda for each day of travel as requested by Executive.
• Manages all travel arrangements (domestic and international) for department Executives.

Expense reports

• Proactively collects documentation for all expense reports and submits expense reports on behalf of Executive.Meeting Management
• Sets annual calendar with reoccurring meetings including BoD, and monthly financial meetings, ensuring invitees and agendas are kept current. First deliverable will be to build out the calendar for the year.
• Own Customer and Board of Director meetings.
• Proactively identifies meetings requiring preparation and works backwards to ensure prep time and communication is allocated in the schedule including purpose of meeting, agenda, prep required and logistics for meetings with appropriate attendees.
• Proactively confirms attendance at strategically important meetings and ensures the meeting room/location is set up with documents, AV, food, etc. prior to participants arrival.
• Proactive in calendaring by working with others to ensure highly complex meetings synchronize across all parties and execute smoothly.

Calendar management

• Own calendars for executives as asked – this will vary across the team.
• Resolve calendar conflicts effectively and completely and with a sense of urgency for Executives as directed.
• Prioritize requests appropriately asking questions and/or flagging potential issues to the Executives as appropriate.

Special Projects

• Support board material preparation and distribution; includes presentations in Powerpoint (may include handling confidential information).
• Schedules highly confidential meetings and manages confidential documents and information.
• Manages legal disclosure/privileged and confidential processes, documents and information.
• Communications
• Performs other related duties as assigned

Required Skills/Abilities:

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Proficient in Microsoft Office Suite or related software; Powerpoint experience for presentations preferred.
• Excellent organizational skills and attention to detail.
• Basic understanding of clerical procedures and systems such as recordkeeping and filing.
• Ability to work independently.

Education and Experience:

• Associates degree preferred.
• Three to five years of experience in an administrative role support management.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

Wilmar, LLC. benefits include:

• Medical insurance (United Health Care NexusACO base plan with 2 PPO buy up options)
• Delta Dental insurance (up to $2,000 annual benefit)
• Vision (United Healthcare)
• Company paid Long Term Disability
• Company Paid Group Life Insurance ($20,000 benefit)
• Company Paid AD&D
• Employee Assistance Program (EAP)
• Voluntary Group Term Life Insurance/AD&D
• Voluntary Accident Insurance
• 401(k) profit sharing plan with employer match
• Paid time off: vacation and sick time
• Seven paid holidays
• Annual incentive plan
• Employee discount on Wilmar, LLC products

Wilmar, LLC is an equal opportunity employer. Consistent with applicable law, all qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship, color, family or medical care leave, gender identity or expression, genetic information, immigration status, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran or military status, race, ethnicity, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable local laws, regulations and ordinances.