Administrative Assistant

Synapse ITS; Greenville (TX); On-site; USD 36,000 - 48,000; Full time

Job summary

Synapse ITS is seeking an organized Administrative Assistant to support the Executive Leadership Team, Human Resources, and the Greenville Manufacturing facility. You will coordinate meetings, manage front-office operations, and assist with onboarding and day-to-day administrative activities.

The ideal candidate communicates clearly, handles confidential information with discretion, and thrives in a fast-paced environment while coordinating across departments to keep operations running smoothly.

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• Experience as administrative assistant or similar role.
• Proficiency in Outlook, Word, Excel, and PowerPoint.
• Strong organizational and time-management abilities.
• Excellent written and verbal communication skills.
• Discretion and ability to handle confidential information.
• Ability to work independently and across departments.

Responsibilities

• Support the Executive Leadership Team with meeting coordination.
• Manage calendar, scheduling, and communications.
• Prepare agendas, presentations, and reports for meetings.
• Handle travel arrangements and expense processing.
• Maintain contracts, records, and office supplies.
• Serve as front-office contact for visitors and vendors.
• Support HR onboarding and employee documentation.

Skills

Organizational skills

Communication skills

Discretion

Time management

Team collaboration

Education

High school diploma or equivalent

Associate degree in business or related field (preferred)

Tools

Microsoft Office

Outlook

Excel

PowerPoint

Job description

Description

Synapse ITS is seeking an organized, detail-oriented Administrative Assistant to provide administrative support to our Executive Leadership Team, Human Resources department, and Greenville manufacturing facility. This position plays an important role in coordinating executive meetings, managing front-office operations, supporting employee onboarding, and ensuring day-to-day administrative activities run smoothly.

The ideal candidate is proactive, professional, and comfortable managing multiple priorities in a fast-paced environment. This role requires strong communication skills, attention to detail, discretion, and the ability to work effectively with employees at all levels of the organization.

Requirements

Essential Duties and Responsibilities

Executive & Business Administration

• Provide administrative and organizational support to the Executive Leadership Team (ELT).
• Coordinate executive, leadership, board, and other business meetings, including scheduling, calendar management, and communications with internal and external stakeholders.
• Manage meeting logistics, including conference room preparation, technology, catering, supplies, and presentation materials.
• Assist with preparing agendas, presentations, reports, correspondence, and other business documents.
• Coordinate executive travel arrangements, accommodations, and related logistics as needed.
• Assist with expense reports, purchase requests, invoice routing, and other administrative processes.
• Maintain organized records of company contracts, agreements, and other business documentation.
• Support special projects, administrative initiatives, and cross-functional requests from executive leadership.
• Handle sensitive company and executive information with professionalism and confidentiality.

Front Office & Facility Administration

• Serve as the primary front-office contact, welcoming visitors, candidates, vendors, and other guests while coordinating appropriate check-in procedures.
• Maintain a professional, organized, and welcoming reception and front-office environment.
• Coordinate incoming and outgoing mail, packages, deliveries, and occasional local business errands.
• Serve as a point of contact for workplace service vendors, including uniforms, cleaning services, vending, and other facility-related needs.
• Coordinate employee uniform and smock cleaning services, including pickup and delivery.
• Monitor and maintain inventory of designated office, meeting, and onboarding supplies.
• Coordinate meeting room setup, catering, refreshments, and other arrangements for onsite meetings and visitors.
• Provide general administrative support to ensure efficient day-to-day facility operations.

Human Resources & Employee Administration

• Provide administrative support to the Human Resources team, including employee record maintenance, filing, and document organization.
• Coordinate and conduct new hire orientation for manufacturing employees, including onboarding paperwork, company information, and required materials.
• Assist with onboarding and offboarding activities, including coordination of employee documentation and company property.
• Create and maintain employee identification and access badges as authorized.
• Manage employee locker assignments, maintain accurate records, and coordinate locker cleanouts as needed.
• Maintain employee acknowledgments, training documentation, and other HR-related records.
• Direct employee questions regarding benefits, payroll, policies, and employee relations to the appropriate Human Resources representative.
• Support additional HR administrative projects and initiatives as assigned.

Qualifications

• High school diploma or equivalent required; associate degree or additional education in business administration or a related field preferred.
• Previous experience in an administrative assistant, office administration, executive support, or similar role preferred.
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Strong organizational and time management skills with the ability to manage competing priorities.
• Excellent written and verbal communication skills.
• Strong attention to detail and ability to maintain accurate records and documentation.
• Demonstrated professionalism, discretion, and ability to handle confidential information.
• Ability to work independently, take initiative, and collaborate across departments.
• Experience supporting executives, Human Resources, or manufacturing operations is a plus.