Administrative Assistant

ebm-papst; Telford (TN); On-site; USD 42,000 - 56,000; Full time

Job summary

ebm-papst in Tennessee is seeking an Administrative Assistant to provide essential day-to-day operational and administrative support. The role focuses on maintaining office organization, supporting internal teams, and enhancing employee experience through facility upkeep, communication support, and event coordination.

The ideal candidate will have excellent communication, strong multitasking abilities, and a proactive, problem-solving mindset.

Qualifications

• Strong organizational and time management abilities.
• Excellent communication and interpersonal skills.
• Ability to multitask and prioritize in a fast-paced environment.
• Proficiency with Microsoft 365 (Outlook, Excel, SharePoint preferred).
• Detail-oriented with proactive problem-solving approach.
• Strong written and verbal communication.

Responsibilities

• Manage incoming/outgoing mail and office supplies.
• Maintain office directories, phone lists, and nameplates.
• Coordinate travel and visitor notices across locations; update calendars.
• Order office and kitchen supplies; manage vendor relationships for services.
• Assist with SharePoint file creation and maintenance; provide backup admin support.
• Support meetings and events logistics, including setting up spaces and taking minutes.

Skills

Organizational skills

Communication

Multitasking

Microsoft 365

SharePoint

Detail-oriented

Tools

Microsoft 365

SharePoint

Job description

The Administrative Assistant provides essential day-to-day operational and administrative support to ensure the smooth and efficient functioning of the office environment. This role is responsible for maintaining office organization, supporting internal teams, and enhancing employee experience through facility upkeep, communication support, and event coordination.

The ideal candidate possesses exceptional communication skills, a knack for multitasking, and a positive, problem-solving attitude.

Essential Functions

The essential functions of this job require the person, with or without reasonable accommodation, to perform the following:

Office Operations & Facilities

• Manage incoming and outgoing mail, including USPS, UPS, and FedEx shipments
• Maintain office, mailroom, and warehouse café supplies; monitor inventory and reorder as needed
• Ensure café areas, executive kitchen, and common spaces are clean, stocked, and orderly
• Maintain meeting rooms, ensuring they are fully stocked, clean, and reset after use
• Coordinate setup and cleanup for meetings, lunches, and all-day events
• Manage vendor relationships for office services

Administrative Support

• Monitor and respond to general office phone calls and manage receptionist voicemail
• Maintain and update office directories, phone lists, mailboxes, and nameplates
• Coordinate travel and visitor notices across locations, including calendar updates and tracking logs
• Order office supplies, kitchen supplies, and business cards
• Assist with document organization, including SharePoint file creation and maintenance
• Provide backup support for administrative functions during team absences (e.g., invoice and packing slip processing)

Office Coordination & Communication

• Maintain physical and virtual bulletin boards and post internal communications
• Assist with maintaining employee-facing resources and ensuring up-to-date information sharing

Employee Engagement & Events

• Support planning and execution of employee engagement initiatives and company events
• Assist with community outreach programs, including seasonal drives (e.g., food drives, school supply drives, gift drives, blood drives)
• Provide logistical support for internal committees and events, including tracking RSVPs and participation

Additional Responsibilities

• Maintain calendars for company holidays and key events
• Support sustainability initiatives
• Provide general administrative support to departments as needed
• Perform all other duties as assigned

Schedule & Meeting Management:

• Manage complex calendars, schedule appointments, and coordinate internal and external meetings.
• Book travel arrangements, accommodations, and itineraries for team members.
• Prepare meeting spaces, take comprehensive meeting minutes, and distribute action items.

Qualifications

• Strong organizational and time management skills
• Excellent communication and interpersonal abilities
• Ability to manage multiple tasks and prioritize effectively
• Proficiency in Microsoft 365 (Outlook, Excel, SharePoint preferred)
• Detail-oriented with a proactive approach to problem-solving
• Exceptional written and verbal communication skills.