Admin Assistant

Industrial Fumigant Company (IFC) provides pest management solutions to the commercial food industry.

Summary Description

Under the general direction of the Vice President of Administration, provides administrative assistance to executive staff.

Job Duties/Responsibilities

  • Assistant to Vice President of Administration and assists other Senior Management members.  
  • Prepares correspondence and makes travel arrangements (using Concur).
  • Prepares marketing/sales materials for Sales/Field Personnel and tradeshows and prepares pre-show email campaigns. Technical expertise: needs design experience and ability to use Adobe design products and Campaign Monitor.
  • Coordinates attendee registrations for conventions and trade shows and places orders for booth furniture, electricity, etc. needed for the convention.
  • Creates and generates IFC Insider Newsletter. Technical expertise: needs Adobe InDesign experience.
  • Coordinates and provides assistance with facilities, equipment, catering and other logistical matters related to internal and external events such as holiday parties, office events, etc. Technical expertise: needs Publisher experience.
  • Promo Items – Maintaining, ordering and shipping promo items.
  • Website maintenance – preparing all updates, event calendar, observed holidays, and organization on IFC intranet. Needs training in utilizing SharePoint.
  • Receives all communication through Contact Us page on website, logs contact and directs communication to proper sales team member.
  • Christmas and Birthday cards – Select a design, card phrase, order and send to card distribution list.
  • Awards – Order longevity time awards.
  • General duties/backup – Adobe Design products including Illustrator, Photoshop, Acrobat and InDesign, Microsoft Publisher, Access, Word and Excel

 Job Standards

Any combination of education and experience providing the required skill and knowledge is qualifying.  Typical qualifications would be equivalent to:

Education/ Experience

·       Bachelor’s degree in Business or Technical trade school certificate in business administration

·       Minimum of 6+ years of experience in an administrative assistant capacity required; 8+ years preferred

·       Working knowledge of planning and coordinating conference meetings, board meetings, etc. is required


·       Effective oral and written communication skills

·       Good interpersonal communication skills

·       Excellent organization skills

·       Excellent telephone techniques

·       Accurate typing skills

·       Good analytical abilities

·       Sound judgment and decision-making abilities

·       Effective and efficient data entry skills

·       Effective and excellent time management skills

·       Ability to concentrate in a diverse work setting


·       Proficiency with PCs and computer programs and applications, including Word, Excel, PowerPoint, Publisher, Adobe InDesign and Publisher (or similar type of publishing software)

·       SharePoint experience is helpful

·       Excellent knowledge of grammar, composition, spelling and punctuation

·       Strong knowledge of office procedures and equipment


·       None

Special Requirements:

·       None

Working Conditions:

·       Extensive keyboard and computer work

·       Long periods of sitting

Safety Hazards:

·       None


Note:  This job description should not be construed to imply that these requirements are the exclusive standards of the position.  Incumbents will follow any other instructions, and perform any other related duties, as may be required.  The employer has the right to revise this job description at any time.  The job description is not to be construed as a contract for employment.

Type: Full-Time


Category: Administrative

Reference ID: IFCI504827

Date Posted: 05/07/2019

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