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Administrative Assistant

Category: Entry Level Professionals

Is Full Time: Yes




Based in Wheeling, WV, the Ziegenfelder Company is a private, family owned frozen novelty manufacturer that focuses solely on producing the highest quality frozen ice novelties, commonly referred to as twin pops. We are the largest manufacturer of twin pops in the country with production facilities in Wheeling, WV; Chino, CA; and Denver, CO.

The Ziegenfelder Company has averaged solid double-digit growth for the past 15 years while growing our tribe from 60 employees in one facility with three production lines to over 350 employees across three facilities and 13 production lines.  Core to our success has always been making the highest quality, best tasting products in the market and selling them to valued customers at the best possible price.  The Ziegenfelder Company owns and produces the brand Budget Saver, as well as, licensed and private labeled products for premiere retailers, such as Albertsons, Dollar General, Kroger, and Walmart.  24/7 operations in our three facilities, generates over 2.2 million pops per day.

Ziegenfelder’s growth and success is clearly due to our dedicated tribe. We value integrity, creativity and innovation, and are committed to positively impacting our workforce and the communities in which we live and work.

Growing together, revolutionizing our company and bringing smiles to every home in America.

Making people smile with really cool treats

Growing Better Together.


Think Tribe First

Win by Always doing the Right Thing

Inspire Each Other

Nurture our Zieggy Economy

Serve Others

As the Administrative Support Coordinator, your smile will be first thing that POPS to our guest and our teams.  You have the pleasure of providing support to ensure the efficient operation of our production and administrative facilities. Your strong communication and organizational skills will enable you to work collaboratively with various managers and employees at all levels, providing excellent service. You will also be the first point of contact for any customer and vendor inquiries to ensure they are directed appropriately.

·       General administrative duties including: answering phones, routing messages to appropriate team members, preparing outgoing mail/shipments, distribute incoming mail, maintain an organized filing system for various documents, etc.

·       Generate purchase and office supply orders for miscellaneous purchases for all departments and facilities.

·       Ensure mail is taken to the post office daily.

·       Correspond and be primary contact for Vending Machine needs/issues.

·       Prepare and send packages for various departments.

·       Prepare and modify documents including correspondence, reports, drafts, memos, and emails.

·       Maintain and update the phone directory for Ziegenfelders.

·       Correspond with consumers regarding complaints, suggestions and inquiries via phone, email, voicemail, or letter.

·       Accurately reconciles receipts and invoices for Accounting.

·       Greets visitors and contractors, having them sign in and fill out any necessary paperwork.

·       Assist with accommodations for travel, hotels, rental cars and flights.

·       Assist with various Human Resource activities including employee application intake, data entry, paycheck distribution and various employee inquiries.

·       Assist with monitoring and retrieving requested security footage.

·       Performs other duties as assigned. 

Leaders at all levels and in all roles at Ziegenfelder strive to demonstrate:

·       Integrity: Is direct and truthful, is ethical in making decisions and speaks candidly about tough issues. Is widely trusted by others and keeps confidences.

·       Self-awareness: Has an accurate picture of strengths and weaknesses and is willing to improve.

·       Accountability: Seeks to take responsibility before placing blame. Admits mistakes, owns failures and works hard to deliver against expectations and responsibilities.

·       Credibility: Meets and exceeds performance standards, clearly communicates standards and expectations to others and is willing to hold others accountable to performance standards.

·       Commitment: Contributes maximum effort to the task at hand and is willing to sacrifice personal gain for the good of the team and organization. Willing to go above and beyond to support success for others and the company.

·       Teamwork: Focuses others’ energy on common goals, priorities and problems. Seeks common ground in an effort to resolve conflicts. Works harmoniously with other colleagues and departments.

·       Initiative: Works to identify and seize opportunities when they arise. Does what is needed to be done without being directed.

·       Values and gives feedback: Seeks out, responds to, shares, and uses feedback

We are looking for an upbeat, self-starting, responsible candidate who can work in a dynamic, fast-paced growing company and is able to work both autonomously, as well as, collaboratively.

Specific requirements include:

·       High School degree required.

·       Must have a minimum of 2 years of equivalent customer service or administrative assistant experience.

·       Ability to work effectively in a team environment, keep each other up to date and provide coverage as needed.

·       Candidate must be flexible to workdays, overtime, and some evenings

·       Excellent oral and written communication skills

·       Proven customer service skills including the ability connect with customers internally and externally.

·       Must be extremely detail-oriented and have top-notch organization skills

·       Flexibility and comfort with changes along with ability to adapt quickly and pivot from one project to another as it is needed.

·       Unflinching integrity with proven ability to handle sensitive and confidential information.

·       Willingness to do unglamorous, repetitive, and tedious tasks. You love organizing, categorizing, and making sure everything is correct, and you understand this is critical to the success of the team!

·       Experience with MS Word, Excel and Outlook as well as have a solid foundation with the Internet and aptitude to learn new software programs quickly.

·       Demonstrated and proven ability to connect with people at all levels.

·       Standing or sitting up to 8 hours per day.

·       Moving and lifting objects weighing up to 25 pounds occasionally, and/or up to 10 pounds frequently.