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The Administrative Assistant serves as the first point of contact for visitors while supporting front desk operations, office readiness, executive administration, and HR coordination. This role ensures smooth daily operations and delivers a professional, welcoming, and people-centered workplace experience for employees, leaders, and guests.United Felts is a rapidly growing organization operating in a fast-paced, results-driven environment. This role requires a highly motivated self-starter who takes ownership, acts with urgency, and consistently anticipates needs without direction.
The successful candidate must be comfortable with frequent change, shifting priorities, and time-sensitive demands, while maintaining a high level of professionalism, organization, and accountability. The ability to think ahead, problem-solve independently, and execute with minimal oversight is essential.Key Role ObjectivesFront Desk & Visitor Experience
- Greet, welcome, and assist all visitors to United Felts in a professional and friendly manner
- Prepare meeting rooms and common spaces for visitors, team meetings, and executive meetings
- Coordinate visitor tours and meetings, including ensuring completion and acknowledgment of United Felts facility waivers upon arrival
- Serve as a liaison between visitors and internal teams to ensure a seamless onsite experience
Office & Facility Support
- Manage the United Café pantry by stocking essential items, maintaining inventory levels, and coordinating restocking as needed
- Support overall office organization and readiness to maintain a clean, functional, and welcoming workplace
SWAG & Inventory Management
- Maintain inventory of United Felts branded apparel and promotional items (SWAG) used by employees, customers, and executives
- Coordinate monthly and quarterly purchasing of SWAG items based on usage and demand
- Prepare, package, and ship branded items to customers, partners, and internal stakeholders upon request
- Track inventory levels and ensure timely replenishment
Executive & Administrative Support
- Provide general administrative assistance to the United Felts executive team
- Support travel booking and arrangements, scheduling, and preparation for meetings
- Assist with event coordination and special projects
- Support day-to-day executive and operational needs as required
Human Resources Support
- Assist the HR Business Partner with administrative and coordination tasks
- Screen candidates for open positions and support recruitment activities
- Maintain HR documentation and employee paperwork as directed
- Coordinate onboarding activities, including scheduling with internal stakeholders
- Support HR-led events, employee engagement activities, and company initiatives
Required Qualifications
- High school diploma or equivalent required.
- Ability to provide a professional, welcoming, and customer-focused visitor experience.
- Strong organizational skills with the ability to manage multiple priorities, deadlines, and requests in a fast-paced environment.
- Excellent interpersonal and communication skills, with the ability to interact effectively with executives, employees, visitors, and external partners.
- Proficiency in Microsoft Office (Outlook, Word, Excel, Teams) and the ability to quickly learn new systems and tools.
- Ability to coordinate logistics such as scheduling, travel arrangements, inventory tracking, and shipping.
- Comfortable supporting HR administrative processes such as onboarding coordination, documentation management, and candidate screening.
Preferred Qualification
- Prior experience supporting executive leadership or senior management.
- Exposure to human resources processes, recruiting coordination, or employee engagement initiatives.
- Experience managing office inventory, supplies, or branded merchandise (SWAG).
- Familiarity with visitor safety protocols, waivers, or manufacturing/industrial workplace environments.
- Event planning or coordination experience, including meetings, tours, or employee activities.
- Strong attention to detail and a proactive, solutions-oriented mindset.
Key Competencies
- Professional presence and hospitality mindset
- Discretion and confidentiality
- Adaptability and initiative
- Strong follow-through and accountability
- Collaborative, service-oriented approach
Work Environment
- Primarily based in a manufacturing plant environment with exposure to machinery, noise, and other shop-floor conditions.
- Must be available for shift work, overtime, or on-call as required to respond to safety incidents.
Position Type/Expected Hours of Work: This is a full-time, exempt position. Days and hours of work are typically Monday through Friday but could include weekends, evenings and/or holidays - flexibility is required as job duties demand.Benefits: We offer a competitive total compensation package including health, vision, and dental insurance, 401K retirement plan, income protection insurance, off the job accident insurance, PTO and more!United Felts and all subsidiaries is an equal opportunity employer and does not discriminate against otherwise qualified applicants on the basis of race, color, creed, ancestry, religion, orientation, age, sex, marital status, national origin, disability, genetic information, or veteran status.We are a fair chance employer.
