Base Pay Range:

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%).

EOE Statement: Automated Media, Inc is an Equal Employment Opportunity (EEO) employer and does not discriminate on the basis of race, color, national origin, religion, gender, age, veteran status, political affiliation, sexual orientation, marital status or disability (in compliance with the Americans with Disabilities Act*), or any other legally protected status, with respect to employment opportunities. 

*ADA Disclosure: Any candidate who feels that they may need an accommodation to complete this application, or any portions of same, based on the impact of a disability should contact Automated Media, Inc's Human Resources Department to discuss your specific needs. Please feel free to contact us at 1-800-933-2537 x6550.