Administrative Assistant I

Job Summary

Perform clerical duties, such as document processing, record keeping, and report compilation. Receive, classify, reconcile, consolidate, and/or summarize documents and information. Maintain record of documents processed and control to ensure completion. Compile regular and special reports, drawing data from a variety of sources within and outside the department. Contact customers, suppliers, or organization employees outside the immediate work area to exchange information. At more senior levels, supervise and coordinate the work of other clerks.

Department: Administration

Reports To: Supply Chain and Administration Manager

Location: Pryor, Oklahoma

Status: Full-Time

Position Summary

The Administrative Assistant provides administrative and clerical support to ensure efficient operation of the office. This position supports managers and employees through a variety of tasks related to communication, recordkeeping, scheduling, purchasing support, and general office administration. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities while maintaining confidentiality and professionalism.

Key Responsibilities

Administrative Support

• Provide day-to-day administrative support to management and staff.
• Prepare, edit, and maintain correspondence, reports, presentations, and other documents.
• Manage calendars, schedule meetings, and coordinate appointments.
• Organize and maintain physical and electronic filing systems.
• Answer and direct incoming phone calls, emails, and visitor inquiries.

Office Management

• Maintain office supplies inventory and coordinate replenishment as needed.
• Assist with office equipment maintenance and vendor coordination.
• Coordinate conference room scheduling and meeting logistics.

Records and Documentation

• Maintain accurate records and databases.
• Assist with data entry and document control activities.
• Prepare and distribute reports and departmental communications.
• Ensure records are maintained in compliance with company policies.

Purchasing and Administrative Coordination

• Process incoming and outgoing mail and packages.
• Support invoice processing and record retention.
• Coordinate administrative aspects of company events and meetings.

Customer and Employee Support

• Serve as a professional point of contact for internal and external stakeholders.
• Respond to requests and inquiries in a timely manner.
• Support onboarding activities and administrative HR processes as assigned.

Qualifications

Education

• High School Diploma or GED required.
• Associate degree in Business Administration or related field preferred.

Experience

• 2+ years of administrative, clerical, or office support experience preferred.
• Experience with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Experience working in a manufacturing, logistics, supply chain, or corporate environment is a plus.

Skills and Competencies

• Strong organizational and time-management skills.
• Excellent verbal and written communication abilities.
• Attention to detail and accuracy.
• Ability to prioritize multiple tasks and meet deadlines.
• Professional demeanor and customer-service orientation.
• Strong problem-solving skills and initiative.
• Ability to maintain confidentiality and handle sensitive information.
• Proficiency in Microsoft Office Suite and other business software.

Physical Requirements

• Ability to sit, stand, and use standard office equipment for extended periods.
• Occasional lifting of office supplies and materials up to 25 pounds.

Success Measures

• Accurate and timely completion of administrative tasks.
• Effective support of departmental operations.
• Well-maintained records and documentation.
• High level of responsiveness to internal and external customers.
• Professional and organized office environment.

Salary Grade: Level 10

FLSA Status: Non-Exempt

We are a global leader in taste, scent, and nutrition, offering our customers a broader range of natural solutions and accelerating our growth strategy. At IFF, we believe that your uniqueness unleashes our potential. We value the diverse mosaic of the ethnicity, national origin, race, age, sex, or veteran status. We strive for an inclusive workplace that allows each of our colleagues to bring their authentic self to work regardless of their religion, gender identity & expression, sexual orientation, or disability.

Visit IFF.com/careers/workplace-diversity-and-inclusion to learn more