Administrative Assistant

Location

Richmond, VA | United States

Job description

Position: Administrative Assistant
Location/Department: Richmond Headquarters/Corporate Executive
Status: Full-Time Salaried/ Non-Exempt

Our Company
Universal is headquartered in Richmond, Virginia, and is the leading global leaf tobacco supplier. Tobacco sourcing and processing has been the Company's principal focus since its founding in 1918. The largest portion of the Company's business involves procuring and processing flue-cured, burley, and dark air-cured leaf tobacco for manufacturers of consumer tobacco products. Over the past few years, Universal has expanded its business through a series of acquisitions to develop a plant-based ingredients business segment to support the food and beverage markets which will provide future growth opportunities for Universal. We are now a global business-to-business agri-products supplier to consumer product manufacturers, that sources and processes leaf tobacco and plant-based ingredients. Through our plant-based ingredients platform, we provide a variety of value-added manufacturing processes to produce high-quality, specialty vegetable- and fruit-based ingredients as well as botanical extracts and flavorings for human and pet food end markets.

Universal conducts business in more than 30 countries on five continents and employs over 25,000 permanent and seasonal workers. Domestically, Universal employs over 1,000 permanent and seasonal workers, and its revenues ending March 31, 2023, were $2.6 billion.

For more information on Universal, visit our website at

Summary
As an Administrative Assistant at Universal, you will be a key resource in supporting the Company's Information Systems, Tax, and Treasury Departments.

What You'll Be Doing (Essential Duties)

• Provide high-level administrative support and assistance to the assigned departments.
• Maintain confidentiality and utmost discretion when dealing with sensitive information and topics.
• Maintain the Departments' day-to-day business files, contracts & agency agreements. Includes scanning, indexing, and maintaining on-site and off-site storage records.
• Provide administrative assistance, such as writing and editing e-mails, drafting memos, scanning and faxing documents, and preparing communications on the Department's behalf.
• Meeting planning, including but not limited to reserving and prepare conference rooms, order meals/place restaurant reservations, handle all logistics for outside meetings (book venue, arrange transportation, and plan dinners), and escorting of guests for meetings.
• Coordinate and manage calendars.
• Prepare expense reports and review credit card statements for accuracy.
• Ensure timely payment of invoices including all documentation and coding for accounts payable, including administering IT monthly invoices & PO's with approval from IT managers.
• Prepare invitation and visa letters as needed when handling global conferences or visits from international colleagues.
• Work with the travel department to coordinate hotels, flights, and ground transportation. Create travel itineraries and assist staff with visas, advances, and other travel documents needed for international travel
• Responsible for Company cell phone administration including managing access, transferring of phones, troubleshooting, international travel notifications, and working with IT, Accounting and Treasury on monthly reconciliation.
• Work as a team with other administrative assistants and provide support as needed.

Minimum Requirements

• A minimum of two years' experience working in a corporate environment.
• Proficiency in Microsoft Office and other office productivity tools, with an aptitude to learn new software and systems.
• Motivated self-starter with a willingness to learn and demonstrated ability to be successful while working independently and as a team.
• Ability to use sound judgment and solid decision-making skills and the ability to prioritize and multi-task.
• Strong written and verbal communication skills.
• Excellent organizational skills.

Preferred Skills

• Associate or bachelor's degree preferred.

Benefits
We offer a wide range of market-competitive total rewards that include 401(k) match, pension, merit increases, paid holidays, medical, dental, life, vision, short and long-term disability benefits, and tuition assistance to name a few.

EOE M/F/Disabled/Vet Employer
All applicants must be authorized to work in the United States.

Job tags

Salary