Administrative Assistant

About Heritage Specialty Foods:

Our company is comprised of two local families and two generations who are joined together by the same mission of supporting our customers with naturally fresh, kettle cooked foods for retail and food service operations. 

With over a decade of experience in fresh food manufacturing, we understand the intricate and delicate balance of taking a recipe and producing it on a grand scale while still maintaining the recipe’s integrity. 

We take full advantage of the abundance of local ingredients available to us in Portland to create our soups, chilis, chowders, entrées, sauces, marinades, and puddings also including vegetarian, vegan, and gluten free options and are looking for someone who relates to our company culture to join the team!

Job Description:

Provides office services by implementing administrative systems, procedures, and policies, and monitoring administrative projects. The ability to multi-task, while maintaining complex schedules and managing administrative support, is essential in this position. The ideal candidate for this job is resourceful, a good problem solver and organized. Assuring a steady completion of workload in a timely manner is key to success in this position.

Administrative Assistant Job Responsibilities:

• Responsible for clerical tasks, including (but not limited to) copying, answering phones, scheduling, filing and mail management.
• Serve as the first level contact with internal and external business partners and customers.
• Provide general support to visitors.
• Demonstrated ability to anticipate needs and problems, and to re-prioritize tasks in order to address changing priorities.
• Organize and schedule meetings and appointments.
• Assist in preparing documents for client meetings.
• Manage executives' schedules, calendars and appointments.
• Provide administrative support.
• Maintain office equipment and arrange maintenance and servicing as needed.
• Excellent interpersonal skills; must be able to communicate effectively and clearly; and have the initiative and ability to work with diverse groups.
• Spearhead special projects and see them to completion.
• Ability to self-manage, while also having the ability to work as part of a team on various assignments, projects and tasks.
• Order supplies (office, projects and inventory).
• Perform other related duties as assigned.

• Proficient in Microsoft Office Suite and demonstrates ability to learn new systems quickly.
• Assumes responsibility & accountability for assignments and tasks.
• Actively listens; clearly and effectively conveys information.
• Exhibits good interpersonal skills; collaborates with others; maintains composure when faced with difficult situations and personalities.
• High degree of attention to detail, optimal work standards, and process improvement ability.