Office Administrator

Position Title: Executive Assistant/Office Administrator

Reports To: Supports CEO, reports to VP, Human Resources

FLSA Status: Non\-exempt

Job Grade: 1

Pay Range: $25\.00\- $35\.00

Position Overview:

The Executive Assistant Office Administrator serves as the first point of contact for visitors, vendors, customers, and employees at the corporate office. This position provides high\-quality administrative and clerical support to ensure smooth daily operations and a professional image of the organization. The ideal candidate demonstrates exceptional customer service, strong organizational skills, and the ability to manage multiple priorities while maintaining confidentiality and accuracy.

This role plays an integral part in supporting the business operations by coordinating office activities, managing communications, assisting leadership with administrative projects, and helping ensure that the corporate office functions efficiently and

professionally.

Key Responsibilities

Front Desk \& Customer Service

• Greet and assist all visitors, vendors, and employees in a professional, courteous manner; ensure sign\-in/out procedures are followed and security protocols maintained.
• Answer and route incoming calls promptly, providing accurate information or directing inquiries to the appropriate staff member.
• Manage incoming and outgoing mail, courier deliveries, and packages; maintain organized mail distribution systems.
• Maintain the professional appearance of the reception, lobby, and adjacent areas at all times.
• Provide general information about company operations, policies, or meeting logistics as needed.

Administrative \& Office Support

• Provide administrative and clerical support including filing, typing, data entry, report preparation, and document organization.
• Maintain employee, vendor, and departmental records assigned, ensuring confidentiality and compliance with company policies.
• Schedule meetings, appointments, and conference rooms; coordinate catering, technology setup, and logistics.
• Support internal communications, correspondence, and company announcements.
• Maintain office supply inventories; order and restock supplies with supervisor approval.
• Assist with coordination of maintenance and housekeeping requests for the corporate office.
• Assist with new employee onboarding logistics (office setup, access badges, orientation materials, etc.).
• Prepare and reconcile expense reports, purchase orders, and invoices as assigned.

Executive \& Project Support

• Provide administrative assistance to the CEO by managing calendars, drafting correspondence, and tracking key projects or deliverables.
• Prepare and format presentations, reports, and meeting materials for leadership and department reviews.
• Assist with internal and external meeting coordination, including customer visits, board meetings, and company events.
• Exercise discretion in handling confidential and sensitive information, including personnel and business matters.
• Support cross\-functional projects related to operations, safety, quality, and compliance initiatives.
• Identify opportunities for improved office systems, communication flow, and administrative efficiency.

Knowledge, Skills, and Abilities

• Strong customer service orientation with a professional and friendly demeanor.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); Adobe Acrobat experience preferred.
• Highly organized and detail\-oriented; able to manage multiple priorities in a fast\-paced environment.
• Ability to work independently and maintain confidentiality.
• Solid judgment and problem\-solving skills with a proactive, “can\-do” attitude.
• Familiarity with manufacturing or food industry operations a plus.
• Professional appearance and adherence to corporate standards.

Education and Experience

• High School Diploma or GED required; Associate degree preferred.
• Minimum of 3\+ years of administrative or office management experience required.
• Experience in a corporate office or manufacturing business environment preferred.
• Prior experience supporting senior leadership teams a plus.

Physical Requirements

• Ability to sit, stand, and walk for extended periods.
• Ability to lift and carry up to 40 pounds occasionally (e.g., office supplies, mail).
• Clear communication by phone and in person.
• This position is 100% onsite.
• Ability to navigate all areas of the facility, including office spaces, warehouse areas, and the exterior perimeter.
• Must wear required personal protective equipment (PPE) as necessary to safely perform job duties.

Work Schedule:

Typically, Monday\- Friday 730am\-4pm. Overtime as necessary to support deadline driven projects. This position is not eligible for remote or hybrid work.

Compensation:

At Cayuga Milk Ingredients, we value a fair and comprehensive approach to compensation. Our wage range for this role is determined by various factors, including skill sets, experience, training, licensure, certifications, and organizational needs. It is not typical for an employee to start at or near the top of the range for the position. Compensation decisions are made based on individual job circumstances considering skill level, previous experience, and education requirements.

Equal Opportunity Employer:

Cayuga Milk Ingredients is committed to providing equal employment opportunities to all employees and applicants without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all aspects of employment, including recruitment, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Non\-Discrimination Policy:

The contractor will not discriminate against employees or applicants for discussing or disclosing their own pay or the pay of others. However, employees with access to compensation information as part of their job duties are prohibited from disclosing this information to unauthorized individuals, except in specific circumstances outlined by applicable laws and regulations (41 CFR 60\-1\.35(c)).

General Statement:

All Cayuga employees recognize that the success and prosperity of the company is everyone’s responsibility. All employees are expected to treat each other in a positive, respectful, and professional manner, to be at work for their assigned shift and to work safely as a team. Employees must be self\-starters who can relate to all levels of the organization.

Disclaimer:

o All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

o This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job\-related instructions and to perform any other job\-related duties requested by their supervisor.

o The company reserves the right to add to or revise an employee's job duties at any time at its sole discretion.

o This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.