Administrative Assistant in Telford, Tennessee at ebm-papst Inc.

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 shipmentsMaintain office, mailroom, and warehouse café supplies; monitor inventory and reorder as neededEnsure café areas, executive kitchen, and common spaces are clean, stocked, and orderlyMaintain meeting rooms, ensuring they are fully stocked, clean, and reset after useCoordinate setup and cleanup for meetings, lunches, and all-day eventsManage vendor relationships for office services

Administrative Support

Monitor and respond to general office phone calls and manage receptionist voicemailMaintain and update office directories, phone lists, mailboxes, and nameplatesCoordinate travel and visitor notices across locations, including calendar updates and tracking logsOrder office supplies, kitchen supplies, and business cardsAssist with document organization, including SharePoint file creation and maintenanceProvide 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 communicationsAssist 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 eventsAssist 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 eventsSupport sustainability initiativesProvide general administrative support to departments as neededPerform 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 skillsExcellent communication and interpersonal abilitiesAbility to manage multiple tasks and prioritize effectivelyProficiency in Microsoft 365 (Outlook, Excel, SharePoint preferred)Detail-oriented with a proactive approach to problem-solvingExceptional written and verbal communication skills.