Administrative Assistant

Job Description


  • At Failure Prevention Associates, you map the story of your success.
  • As growing leader in industrial machinery health improvement, we invite you to join us on our journey towards excellence.

Job Overview:

  • As an Administrative Assistant, you handle complex situations and multiple responsibilities while simultaneously managing long-term projects and the immediate needs of your supervisor’s direct organizational functions, including scheduling, managing calendars, and overseeing invoicing.

Roles You Will Play:

  • The Right-Hand Person
  • Carry out manager’s departmental goals and visions
  • Assist in day-to-day projects and assignment
  • Maintain the strictest level of confidence of client information.

The Tasks

  • Quoting to resellers of parts.
  • Assist in invoicing. Calling accounts for payment info.
  • Prepare numbers and present your findings to senior-level executives
  • Provide administrative support and other required assistance
  • Manage and participate in special projects as needed

The Communicator

  • Use your written, verbal, and interpersonal communication skills to draft and prepare various communications (mostly email using Outlook)
  • Record, transcribe, and distribute weekly meeting minutes
  • Communicate to internal and external parties on supervisor’s behalf, liaising between Field Services & groups to produce accurate billing
  • Develop solid working relationships inside and outside of the company

The Impact You Can Make

  • Your supervisor is able to successfully achieve departmental and company-wide objectives thanks to all of your assistance in helping them achieve such lofty goals.
  • Team meetings are expertly coordinated, communications are effectively transmitted, and everyday tasks just seem to flow more smoothly ever since you came on board.
  • Because of your close attention to detail and recommendations for improvement, the success rate for the projects you manage has never been higher!

Building Blocks of Success:

  • Strong 7+ years of experience as an Administrative Assistant for a fast-growing organization with a background in budget management and meeting/event coordination
  • High school diploma required; Bachelor’s degree or Administration Certification preferred
  • Strong analytical and problem-solving skills; high attention to detail and organization
  • Self-starter attitude while working on multiple assignments in a fast-paced environment
  • Exceptional communication skills with diverse personalities
  • Proficiency in Microsoft Office Suite (Outlook & Excel mainly)

Our success is fueled by our mission, visions and core values.