Office Assistant

Aqua Membranes; Knoxville (TN); On-site; USD 21,000 - 30,000; Full time

Job summary

Aqua Membranes, Inc. is seeking an Office Assistant to provide administrative support across executive leadership, Human Resources, Production, and Accounting.

The role includes coordinating travel, onboarding tasks, expense processing, meeting scheduling, and event planning, while maintaining efficient office operations. The successful candidate will have a high school diploma, strong Microsoft Office skills, excellent communication, the ability to manage multiple priorities, and a commitment

Qualifications

• High school diploma or equivalent required.
• Experience coordinating travel, group travel, or events preferred.
• Proficiency with Microsoft Office (Excel, Outlook, Word).

Responsibilities

• Coordinate travel arrangements for executives and staff.
• Schedule meetings and manage calendars.
• Assist with onboarding and HR paperwork.
• Support accounting/documentation and month-end tasks.
• Plan and coordinate company meetings and events.
• Greet visitors and act as a professional point of contact.
• Maintain office supplies and general office needs.
• Assist VP Operations with production-related admin tasks.

Skills

Strong organizational skills

Excellent written and verbal коммуника

Ability to manage competing priorities

Customer service skills

Work independently

Discretion and confidentiality

Collaborative approach

Attention to detail

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

Position Summary

The Office Assistant provides administrative and organizational support across multiple departments, including executive leadership, Human Resources, Production and Accounting.

Principal Work Activities

Executive & Administrative Support

• Coordinate travel arrangements for the CEO, including flights, hotels, rental vehicles, ground transportation, and itineraries.
• Manage travel changes, cancellations, and related documentation as needed.
• Schedule meetings, coordinate calendars, prepare meeting materials, and assist with other executive administrative needs.

Human Resources Support

• Assist with onboarding, new-hire paperwork, employee records, and personnel file maintenance.
• Support HRIS updates, employee communications, and general HR administrative tasks.
• Assist with scheduling interviews, coordinating training sessions, and preparing HR documents.
• Help organize employee engagement activities, recognition programs, and company-wide communications.
• Maintain confidentiality when handling employee information and sensitive company records.

Accounting & Finance Support

• Assist with organizing invoices, receipts, expense reports, and other financial documentation.
• Support employee expense reimbursements and corporate travel expense tracking.
• Assist with data entry, recordkeeping, and preparation of documentation for accounting processes.
• Help maintain accurate records and provide administrative support during month-end or other reporting activities as needed.

Event Planning & Group Travel

• Plan and coordinate company meetings, leadership meetings, employee events, holiday celebrations, and other corporate functions.
• Coordinate group travel arrangements, including flights, hotel room blocks, rental vehicles, and transportation.
• Communicate travel details, schedules, itineraries, and event information to employees and leadership.
• Work with hotels, venues, transportation providers, and other vendors to coordinate logistics and negotiate pricing when appropriate.
• Track event and travel budgets, manage reservations, and maintain accurate attendee lists and confirmations.
• Ensure event and travel arrangements are organized, cost-effective, and aligned with company expectations.

General Office Support

• Serve as a professional and welcoming point of contact for employees, visitors, and vendors.
• Assist with special projects and cross-functional administrative needs.
• Monitor office supplies and coordinate general office needs.
• Assist the VP of Operations with administrative tasks for production needs.
• Perform other duties as assigned.

Qualifications

• High school diploma or equivalent required.
• Experience coordinating business travel, group travel, or corporate events strongly preferred.
• Proficiency in Microsoft Office, particularly Excel, Outlook, Word, and related administrative tools.
• Strong organizational skills and exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage competing priorities, meet deadlines, and work independently.
• Demonstrated discretion and ability to maintain confidentiality.
• Strong customer service skills and a professional, collaborative approach.

“Aqua Membranes, Inc. is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.”