USA - Executive Assistant

HTS Engineering Ltd.•Tuscaloosa, AL

17h•Onsite

About The Position

Epsilon is a leader in the Off-Site Construction (OSC) industry, delivering mechanical/electrical-centric systems in a modular, prefabricated form, optimized for a streamlined on-site completion by us or others. Epsilon Industries is looking for an Executive Assistant to support our executive departments. This position plays a key role in being the face of the building for employees and visitors as they come into the building from greeting them professionally and providing an outstanding impression from start to finish. The right candidate will be comfortable with working with all employees as needed and communicating all updates as they present themselves.

Requirements

High school diploma or equivalent
Microsoft Office (Word, Excel, PowerPoint)
Clear communication skills and the ability to work independently
Strong attention to detail and documentation skills
Strong organization skills

Responsibilities

Manage incoming phone calls and direct them appropriately
Monitor emails and respond as required
Greet visitors, clients, vendors, and scheduled sales appointments
Manage visitor sign-in and provide guest Wi-Fi access
Provide directions, recommendations, and general assistance to guests
Notify employees of guest arrivals
Maintain small talk and keep guests comfortable during delays
Manage incoming/outgoing courier packages
Drop off courier packages as needed
Direct deliveries to Shipping/Receiving
Accept food deliveries and set up meals in the lunchroom
Maintain cleanliness of the reception area, boardroom, kitchen, and guest bathroom
Keep desk stocked with pens, brochures, business cards, and sign-in sheets
Accept resumes for management
Assist cold-call visitors by providing the correct contact information
Make approved purchases using the corporate credit card
Purchase and maintain stock of: Office supplies Washroom supplies Kitchen/coffee supplies Health & safety items First aid supplies
Maintain supplies for both locations
Determine event dates and potential activities
Find and book venues, coordinate catering
Anticipate and manage event details
Post event announcements and confirm attendance
Arrive early to set up or finalize arrangements
Create and post company memos
Keep necessary files up to date
Assist with last-minute administrative needs
Look for efficiencies and ways to improve processes
Complete expense reimbursements every pay week (Wednesday)
Prepare reimbursement documentation and submit it in Concur for approval
Use template
Scan saved documents and receipts
Submit to Accounting
Create documentation and scan receipts
Request PO
Send to Purchasing