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.”