Administrative Assistant

Job Description

Job Description

Who We Are - ThermonThermon is a diversified technology company and a global leader in industrial process heating, temperature maintenance, environmental monitoring and temporary power distribution solutions. We deliver engineered solutions that enhance operational awareness, safety, reliability and efficiency to deliver the lowest total cost of ownership.Thermon offers over 250 products, software and services across multiple brands, providing a range of offerings from boilers, transportation heaters, and liquid load banks to tubing bundles and heat trace. We are the silent guardians of critical infrastructure. From the relentless demands of chemical plants and the intricate networks of rail and transit to the vital pulse of power generation, we innovate solutions that ensure optimal operation, protect critical assets, and maximize efficiency.We care deeply about the success of our customers, the well-being of our people, and the reliability of every product we design. This drives our unwavering commitment to safety and integrity in everything we do. Through collaboration, we unite a rich legacy of expertise with a trusted global team, partnering side-by-side with our customers. We transfer the warmth needed to make life work. 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. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following, other duties may be assigned.Core Administrative DutiesCalendar 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.Microsoft-Specific ResponsibilitiesExcel 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/OneDrive: Manage document storage, version control, and permissions.Outlook Efficiency: Set up rules, manage calendars, and coordinate across multiple time zones.Leadership SupportConfidentiality: 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.Additional SkillsProblem-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 meetingsPerforms other related duties as assigned.The 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.Education and Experience: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.Skills and Abilities: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 environmentMust be a team player, accountable, and dependablePossesses a strong sense of ethics and integrity. (Thermon 3C's)Physical Demands: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.Work Environment: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.Equal Opportunity Statement: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.Vapor Power International and Precision Boilers are subsidiaries of Thermon.Thermon is a global organization that serves the energy, power generation, chemical, food and beverage, commercial, rail and transit and other industries to provide innovative solutions for heating applications by deeply understanding our customers' needs. We specialize in complete flow assurance, process heating, temperature maintenance, freeze protection and environmental monitoring solutions. We care for the environment, and we are a leader in safety performance.1,440+ employees in more than 15 countriesSales to 85+ countries worldwideOver 100 independent sales agents and distributorsManufacturing facilities in US, Europe, Canada, India, and now in Tennessee and IllinoisFor more information about Thermon, please visit: