Administrative Assistant II

Company Overview Alliance One International, Inc. is a prominent independent leaf tobacco merchant dedicated to serving the world's largest cigarette manufacturers. With a rich history rooted in industry expertise, the company focuses on selecting, purchasing, processing, and distributing leaf tobacco globally, while also providing agronomy and financing services in developing markets. Overview We are seeking a dynamic and highly organized Administrative Assistant II to join our team. This vital role supports daily office operations, enhances communication flow, and ensures administrative efficiency across departments. The ideal candidate will bring strong office management skills, exceptional customer service abilities, and proficiency with various computer applications to help our organization run smoothly and effectively. The Administrative Assistant will perform the following tasks:

Core Administrative Tasks:

Communication:

Answering phones, managing emails, and handling incoming and outgoing mail and faxes. Placing internal job postings in designated areas. Scanning job applications and forwarding to HR.

Scheduling:

Setting up appointments, managing calendars, liaising with security for any visitors and coordinating meetings and any meal arrangements needed for meetings as well as travel arrangements.

Record Keeping:

Maintaining filing systems, databases, and records, both physical and digital.

Document Management:

Preparing, editing, and proofreading documents, reports, and presentations as well as keeping the internal message boards updated.

Office Management:

Ordering supplies, managing inventory, and coordinating with vendors.

House Keeping:

Ensuring main conference room, small conference and staff break room are kept tidy and items are replenished after usage.

Specific Duties May Include:

• Some administrative assistants may also handle basic bookkeeping tasks.
• Provide assistance to other facility team members with various administrative tasks.
• Coordinating logistics for meetings, conferences, and other events.
• Maintaining discretion and professionalism when handling sensitive information.
• Input all customer specifications into TOPS
• Set up all processing runs in TOPS
• Maintain and update Customer Manual
• Maintain and track PTO for all staff
• Build and maintain relationships with all customers
• Manage packing material inventory
• Maintain and update TV monitors
• Assist with event planning (Golf outing, Christmas lunch, Safety lunch, etc.)
• Assist Plant Manager and employees with daily tasks as needed
• Handle sensitive and confidential information with discretion.
• Compile data for customer reporting.

. Issue daily Processing Instructions for plant operations using Adage and In-Site.

Skills and Qualifications:

Education:

High school diploma or GED

• Organization and time management: Ability to prioritize tasks, manage multiple responsibilities, and meet deadlines.
• Communication skills: Excellent written and verbal communication skills are essential.
• Technical proficiency: Strong computer skills, including experience with word processing, spreadsheets, and email.
• Problem-solving skills: Ability to identify and resolve issues efficiently.
• Attention to detail: Accuracy and thoroughness in all tasks are crucial.

Join us as an Administrative Assistant II to be an integral part of our vibrant team! Bring your organizational prowess, technical skills, and positive attitude to help us achieve operational excellence while supporting our company's growth.

Pay:

$45,000.00 - $55,000.00 per year

Work Location:

In person