COMPANY PROFILE:

Astor Chocolate is a 4th generation privately held, family-owned company and has been a leading purveyor of chocolate for over 90 years with our core strengths being innovation, creativity, and dedication to creating premium products. The company services multiple industries ranging from Hospitality, Travel Retail, Food Service, ASI, and Gourmet specialty retailers. Astor, with our energetic team atmosphere, believes the success of our growth is our strong commitment to developing our employees’ potential. We are committed to building the company with talented, and motivated individuals who will uphold our mission of being a market leader, by innovating and servicing our customers with extreme dedication.

PRIMARY FUNCTION:

Working together with our Sales Team, Astor is seeking an Administrative Assistant to support with project coordination and customer service needs. This position will work in close collaboration with our design, product development and production teams in creating exceptional products to meet our customers’ requests. The right tenured individual will be flexible and possess the ability to work in a mid-size company that requires a multi-tasking “can do” detail-oriented attitude. The ideal candidate is quick, smart, meticulous, flexible, a creative problem solver, promotes teamwork between departments and is tenacious about achieving organizational goals.

QUALIFICATIONS, ESSENTIAL SKILLS, AND EXPERIENCE:

· 3 years+ previous office experience within Administrative Assistant capacity
· Ability to develop quality relationships and communicate effectively with management, peers, internal teams, suppliers, and customers
· Exercises professional discretion, sound judgment and decision-making abilities
· Must be flexible, have a high degree of autonomy, self-confidence, and enthusiasm with strong interpersonal skills

· Detail oriented and can manage multiple projects simultaneously, ensuring meetings are prioritized and deadlines are met

• Ability to lift and transport materials and boxes safely.
• Strong organizational and multitasking skills to manage physical and administrative tasks.

· Excellent organizational, written and presentation communication skills
· Self-motivated and self-starter with the ability to work under pressure

· Interact professionally and interface with all levels within the organization.

• Independent self-starter who must be comfortable working in a fast-paced environment.

· Strong computer skills: Microsoft Word, Excel, PowerPoint. Experience with creating presentations

• Serve as liaison between design, sales, production, and logistics teams related to customer needs and specific requests
• Liaise and respond to senior stakeholders and other leadership team members for any business-related request, including meetings and supporting material preparation
• Own and maintain library of all relevant Astor Chocolate marketing materials and to assist in trade show planning
  · Collaborate effectively with internal teams to anticipate and solve problems before they occur
  · Assist the sales teams with order entry (system input) and order follow up; analyze, understand, communicate, and resolve any allocation issues
  · Work directly with Production Scheduling and Production staff to ensure orders are produced, shipped on time, and logistical issues related to shipping are resolved
  · Arrange and work with the Traffic Department on shipping orders and samples
  · Pro-actively tackle issues related to administrative processes to ensure speed and efficiency
  · Take the lead on packing and arranging shipments for all trade shows

· Physically lift and move boxes weighing up to 25 lbs, as required for office operations or events

• Maintain strong internal and external customer service focus and attitude at all times

· Communicate as needed with customers to ensure all requirements and deadlines are met