USA - Executive Assistant

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.

Main duties
Front Desk & Communication

• 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

Courier, Deliveries & Logistics

• 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

Reception Area & Facility Support

• 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

Purchasing & Inventory

• 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

Company Functions & Events

• 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

General Administrative Support

• 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

EXPENSE REIMBURSEMENT RESPONSIBILITIES
Bi-Weekly Processing

• Complete expense reimbursements every pay week (Wednesday)
• Prepare reimbursement documentation and submit it in Concur for approval

Misc. reimbursements:

• Use template
• Scan saved documents and receipts
• Submit to Accounting

Job-related reimbursements:

• Create documentation and scan receipts
• Request PO
• Send to Purchasing

Qualifications

• 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

Epsilon is an equal opportunity employer. We are committed to a workplace of diversity and inclusion. Epsilon encourages applications from all candidates that represent the full range of communities across USA. All qualified applicants will be considered for employment without discrimination on the basis of race, colour, age, religion, sexual orientation, gender identity, disability, national or ethnic origin or any other factors prohibited by law. Accommodations are available upon request, for all aspects of the recruiting process and thereafter.