Administrative Assistant

Laars Heating Systems is seeking an experienced Administrative Assistant who is responsible for all administrative activities required to support the Leadership team of Laars Heating Systems.  Duties include maintaining schedules and, scheduling travel, organizing key customer events, preparing news releases and public communications, conducting research, and preparing reports, and assisting Marketing, Customer Service and Human Resources as needed.

Duties and Responsibilities

• Apply in-depth knowledge of the organization and staff to respond to non-routine or unusual inquiries from internal or external sources regarding the organization or staff, screens inquiries for unwanted or undesirable parties.
• Provides high level administrative support to the leadership team, requiring discretion, confidentiality, a good understanding of technical and business vocabulary, and a detailed knowledge of the organization's operations, procedures, and people.
• Manages the executives’ schedules; helps with travel arrangements as needed.
• Facilitates smooth communications between departments and external parties such as media, customers, and the public.
• Handles confidential information; maintains the security of the files.
• Performs tasks using independent judgment and discretion, e.g., preparing documents and presentation materials, screening and responding to incoming correspondence, inquiries, and phone calls, drafting letters and official information releases, arranging and attending meetings, taking and distributing minutes.
• Assists Human Resources with new hire onboarding activities including scheduling interviews, background checks, and new hire training. Confidential filing of Human Resources documents and maintaining employee training tracking.
• Responsible for all marketing administrative duties including managing the Customer Center and training. This includes:
  • Coordination of training registration rosters and confirmations.
  • Schedule and book hotel and logistics needs for groups coming for onsite training at Laars.
  • Schedule, book, and set up lunch and other food needs for training groups visiting Rochester.
  • Ensure stock of water, soda, coffee, snacks, and other related items for groups visiting Rochester.
  • Assist in administration of promotional program entries.
• Supports Customer Service during heating season which includes order entry and responding to customer questions.
• Prepares daily deposits for Finance.
• Other duties as assigned.

Education/Experience:

• Associate Degree in Business required, Bachelor’s Degree preferred
• 5 years’ experience in a prior forward facing administrative or customer service role

Skills/Qualifications:

• Excellent communication skills both verbal and written
• Strong customer service skills
• Highly organized and be able to multi-task
• Ability to prioritize tasks accordingly and demonstrated attention to detail
• Knowledgeable in ERP system preferred
• Proficient in Microsoft Office products including Outlook, Word, Excel and Powerpoint
• Able to work independently with limited supervision
• Pleasant and professional demeanor
• Capacity to maintain confidentiality