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Administrative Assistant
Grainger | Waterloo, Iowa
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Job Description

Company Overview

Grainger is a broad line, business-to-business distributor of maintenance, repair and operating (MRO) supplies and other related products and services. More than 3.2 million businesses and institutions worldwide rely on Grainger for products such as safety gloves, ladders, motors and janitorial supplies, along with services like inventory management and technical support. These customers represent a broad collection of industries including commercial, government, healthcare and manufacturing. They place orders online, on mobile devices, through sales representatives, over the phone and at local branches. Approximately 5,000 suppliers provide Grainger with more than 1.6 million products stocked in Grainger’s distribution centers and branches worldwide.

Position Description

Primary Function : Operate independently to provide a wide range of administrative support to executive by efficiently executing office procedures and processes to meet business objectives


Principal Duties & Responsibilities:

  • Answer telephone calls, take and deliver accurate messages. Respond to requests by gathering and providing information, referring non-routine calls to appropriate staff.
  • Anticipate problems and ask probing questions in order to respond effectively.
  • Locate and gather highly confidential and sensitive information from the appropriate source to assist in resolving business issues.
  • Pursue information that may not be readily available.
  • Compose, modify, and proofread correspondence, reports or presentations from general instruction or based on special knowledge of the area and Company.
  • Schedule meetings, conference rooms and make travel arrangements as necessary. Oversee calendar and schedule appointments on behalf of executive. Anticipate and prepare materials needed by executive for meetings and telephone calls.
  •  Open, sort, prioritize, and distribute all department mail and process outgoing mail. Frequently take action where appropriate.
  • Establish office procedures for managing administrative details.
  • Take and distribute meeting minutes.
  • Train and assist other Administrative Assistants as needed.
  • Track departmental expenses and resolve/reconcile discrepancies on general ledger budget accounts.

Position Requirements:


  • High School diploma or equivalent, some college level course work and five to seven years of secretarial experience.
  • Possess a detailed knowledge of business operations, organizations and relationships involved at top management levels.
  • Demonstrate a thorough understanding of department and appropriate Company policies, procedures and operations.
  • Ability to type 50 WPM and proficiently use Microsoft Office: Word, Excel, PowerPoint. Learn
  • and use other software as needed.
  • Convey essential information clearly and concisely, both in writing and verbally.
  • Use active listening skills while sharing information.
  • Understand audience and ensures content and method of communication is relevant.
  • Demonstrate ability to handle multiple projects and priorities yet be responsive to changes in those priorities.
  •  Demonstrate effective analytical skills to handle complex administrative details and to determine best approach/action to use in non-routine situations.
  • Work Environment:
  • Deal with highly confidential and sensitive matters requiring discretion. Decisions directly impact the efficient operation of the company and the credibility of the executive.
  • Materials prepared may be used as a basis for management decisions, and errors could have significant costs. Act during absence of executive to ensure continuing functioning of operations

EEOC Statement

Grainger is an Equal Opportunity Workplace and an Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.

About Grainger

W.W. Grainger, Inc. (Grainger) distributes facilities maintenance products, and provides services and related information used by businesses and institutions primarily in the United States, Canada and Mexico to keep their facilities and equipment running. Grainger is the supplier of facilities maintenance and other related products in North America. Its operations are managed in three segments: Grainger Branch-based, Acklands - Grainger Branch-based (Acklands - Grainger), and Lab Safety Supply, Inc. (Lab Safety). Grainger Branch-based is an aggregation of the Grainger Industrial Supply (Industrial Supply), Grainger, S.A. de C.V. (Mexico), Grainger Caribe Inc. (Puerto Rico), Grainger China LLC (China) and Grainger Panama S.A. (Panama). Acklands - Grainger is the Company's Canadian branch-based distribution business. Lab Safety is a direct marketer of safety and other industrial products. (Source: 10-K)

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