Administrative Assistant

The Administrative Assistant provides executive‑level administrative support to ensure seamless operations across the organization, supporting both Morristown and Franklin Park. This role requires strong organizational skills, attention to detail, and proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) to manage complex schedules, prepare high‑quality documents, and facilitate effective communication. Additionally, the position is responsible for maintaining office organization and managing office supplies to support a productive work environment.

The Administrative Assistant serves as a key resource for leadership and cross‑functional teams, ensuring efficiency and professionalism in all administrative processes.

• Calendar Management: Schedule and coordinate meetings, appointments, and travel arrangements using Outlook and Teams.
• Document Preparation: Create, edit, and format reports, presentations, and correspondence in Word and PowerPoint.
• Data Management: Maintain and update spreadsheets, databases, and records in Excel.
• Email Handling: Manage inboxes, prioritize messages, and draft professional communications.
• Meeting Support: Prepare agendas, take minutes, and distribute follow‑up actions.

• Excel Expertise: Build and maintain complex spreadsheets, use formulas, pivot tables, charts, and data analysis tools.
• PowerPoint Design: Develop visually appealing presentations for executives and stakeholders.
• Teams
  
  Collaboration:
  
  Organize virtual meetings, manage channels, and share files effectively.
• SharePoint/One Drive: Manage document storage, version control, and permissions.
• Outlook Efficiency: Set up rules, manage calendars, and coordinate across multiple time zones.

• Confidentiality: Handle sensitive information with discretion.
• Reporting: Generate weekly/monthly reports and dashboards for leadership.
• Project Coordination: Assist in tracking project timelines and deliverables.
• Vendor & Client Liaison: Communicate professionally with external partners.

• Problem‑Solving: Troubleshoot technical issues with Microsoft tools.
• Process Improvement: Streamline workflows using automation features (e.g., Excel macros, Power Automate).
• Event Planning: Organize executive events, conferences, and off‑site meetings.
• Performs other related duties as assigned.

Above are considered essential duties and are illustrative of those job tasks, which are fundamental. Employees may be required to perform additional related duties as may be assigned by management. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High school diploma or equivalent required;
  Associate’s degree in office administration or related field preferred.
• At least three years of administrative and clerical experience required.
• Must have a valid driver’s license.

• Excellent communication and presentation skills, both verbal and written.
• Self‑starter, highly creative, organized, attention to detail, and ability to multi‑task.
• The candidate must be willing to work independently after proper training.
• Ability to work in fast‑paced environment.
• Must be a team player, accountable, and dependable.
• Possesses a strong sense of ethics and integrity. (Thermon 3C's)

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 30 pounds at times.
• Occasional visits to production floor.

This position must perform tasks that involve mainly office exposure, sitting behind a desk performing tasks on a computer. Most of their time, the employee will spend time in the office with low to moderate exposure to noise, heat, and cold environment, other physical requirements include walking, bending, hand dexterity, speaking, seeing, and lifting/moving up to 15 pounds. Steel toe shoes, earplugs and safety glasses are always required while on the production floor.

Occasional visits to production floor.

Vapor Power International, LLC and VPI Precision Boilers, LLC provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Candidates applying for this job opening must be legally authorized to work in the United States and are required to have US residency at the time of application. OPT or H1B Visa Sponsorship is not currently available for this opportunity.