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Administrative Assistant

Company: Trulieve, INC
Location: Gainesville
Posted on: November 18, 2021

Job Description:

Job Title: Administrative AssistantDepartment: CultivationReports to: Site AdministratorFLSA Status: Regular- Non-ExemptLocation: Gainesville, FL
Role Summary:The Administrative Assistant for Cultivation will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency and safety. The Administrative Assistant is responsible for developing intra-office communication protocols, and streamlining administrative procedures.Energetic professional who doesn't mind wearing multiple hats. Experienced in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision in a fast-paced manufacturing environment serving the needs of over 200 personnel. Well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people.Key Duties and Responsibilities:

  • Organize and schedule meetings and appointments
  • Partner with HR to maintain office policies as necessary and field any HR questions
  • Organize office operations and procedures
  • Coordinate with IT department on all office equipment
  • Provide general support to visitors
  • Responsible for creating PowerPoint slides and making presentations/graphs for Cultivation KPIs
  • Manage schedules, calendars and appointments
  • Establish a historical reference for the office by outlining procedures for protection, retention, record disposal, retrieval and staff transfers
  • Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts and office systems
  • Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office and office staff personnel
  • Ensure that results are measured against standards, while making necessary changes along the way
  • Allocate tasks and assignments to the Cultivation Departments and monitor their performance to provide feedback
  • Perform review and analysis of special projects and keep the management properly informed
  • Determine current trends and provide a review to management to act on
  • Responsible for coordinating recruiting needs for Cultivation and providing orientation and training to new employees
  • Remain updated on technical and professional knowledge by attending educational workshops, joining professional associations, building networks with fellow professionals and reviewing of industry publications
  • Participate actively in the planning and execution of company events
  • Responsible for developing standards and promoting activities that enhance operational procedures
  • Allocate available resources to enable successful task performance
  • Coordinate office staffing activities to ensure maximum efficiency
  • Point of contact for all Cultivation employee evaluations, performance counseling, and status updates
  • Organize orientation and training of new staff members
  • Design and implement filing systems
  • Ensure filing systems are maintained and current
  • Establish and monitor procedures for record keeping
  • Ensure security, integrity and confidentiality of data
  • Design and implement office policies and procedures
  • Oversee adherence to office policies and procedures
  • Analyze and monitor internal processes
  • Implement procedural and policy changes to improve operational efficiency
  • Prepare operational reports and schedules to ensure efficiency
  • Coordinate schedules, appointments and bookings
  • Monitor and maintain office supplies inventory
  • Handle employee inquiries
  • Maintain a safe and secure working environment
  • Any other task requested or assigned by the Site AdministratorSKILLS AND QUALIFICATIONS:
    • 1+ Years of proven management, administrative or assistant experience
    • Must have personnel management experience
    • Knowledge of office management responsibilities, systems and procedures
    • Excellent time management skills and ability to multi-task and prioritize work
    • Attention to detail and problem-solving skills
    • Excellent written and verbal communication skills
    • Strong organizational and planning skills
    • Proficient in MS Office and SAP (ERP System) for use of purchasing requisitions
    • Knowledge of accounting, data and administrative management practices and procedures
    • Knowledge of clerical practices and procedures
    • Experienced in human resources management practices and procedures
    • Developed business and management principles
    • Computer skills and knowledge of all office software packagesADDITIONAL MINIMUM QUALIFICATIONS:
      • Valid State of Florida drivers license
      • High School Diploma or equivalent
      • Must be a minimum of 21 years of age
      • Must successfully complete a comprehensive background screening
        • Must be able to push, pull, move, and/or lift a minimum of 50 lbs. to a minimum height of 5 feet and able to push, pull, move, and/or carry such weight a minimum distance of 50 feet, with or without mechanical assistance
        • Must be able to work seated/standing as appropriate at workstations for extended periods of time, maintain body equilibrium while climbing ladders, stairways, stopping, kneeling, crouching, and reaching, and use hands/fingers to hold, grasp, turn, pick, pinch frequently/constantly to complete tasks
        • Must be able to handle organic matter daily, able to wear PPE as appropriate (eye, face, hand, arm, head, foot, body, fall protection), and able to be exposed to hot, cold, wet, humid, or windy conditions while wearing PPE (95 degrees or greater)
        • Must have visual acuity with/without job aids to perform activities such as; reading, viewing a computer terminal, visual inspection involving small parts/details. Clarity of vision at 20 ft or more in day and night/dark conditions
        • Must be able to speak and communicate verbally at conversation levels with co-workers, vendors, etc. (Moderate noise)WORK SCHEDULE:
          • 40+ hours weekly with flexible hours depending on department needs. Must be available to work occasional evenings, weekends, and holidays
            Equal Opportunity Employer l Trulieve Supports a Drug Free Workplace

Keywords: Trulieve, INC, Gainesville , Administrative Assistant, Other , Gainesville, Florida

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