Administrative Assistant/Receptionist

ANGUIL ENVIRONMENTAL SYSTEM

Job Posting

JOB TITLE: Administrative Assistant/Receptionist

Company Overview

Anguil Environmental Systems, Inc. specializes in environmental technologies, offering engineered equipment and service solutions to address complex industrial air pollution control, energy recovery systems, and wastewater treatment technologies. Our diverse portfolio includes thermal and catalytic oxidizers for air pollution control, energy recovery systems to reduce operational costs and carbon footprints, as well as integrated water treatment solutions targeting various contaminants. Serving a wide range of industries —from automotive manufacturing to pharmaceuticals — Anguil is committed to delivering innovative, reliable, and cost-effective environmental compliance solutions.

Job Summary

The Administrative Assistant/Receptionist reports directly to the Senior Human Resources Generalist and provides administrative support to ensure efficient office operations. This role manages front office reception and administrative duties, including greeting guests, answering phones, handling inquiries, and sorting and distributing mail.

Responsibilities

The Administrative Assistant/Receptionist will be expected to perform:

Administrative Support

• Answer and direct incoming calls as needed
• Manage the executive's calendar, including scheduling meetings, appointments, and travel arrangements
• Organize meetings, conferences, and company events
• Maintain and coordinate the company-wide calendar and conference room schedule.
• Handle incoming and outgoing mail and packages
  
  

Communication Management

• Act as the primary point of contact between the executive and internal/external stakeholders
• Communicate information on behalf of the executive to staff, customers, and business partners
• Attend executive meetings as requested and provide meeting minutes to stakeholders
  
  

Document Management

• Maintain and organize both physical and digital filing systems
• Ensure confidentiality and proper handling of sensitive information
• Prepare and proofread documents, reports, presentations, and memos
  
  

Financial and Budgeting Support

• Assist with budget management, including tracking expenses and processing executive expense reports.
• Serve as the system administrator for the company’s SAP Concur expense report software, managing employee accounts and providing training.
• Record project timesheet entries into the ERP system for invoice processing.
  
  

Event Planning

• Plan and coordinate company events, conferences, and executive meetings
• Manage event logistics, including venue setup, catering, invitations, and scheduling
• Organize and oversee the annual company wellness screening with an external health management provider
  
  

Travel Arrangements

• Arrange travel itineraries for the executive team, including flights, accommodations, and transportation
• Prepare travel-related documents to ensure executives are well-prepared
  
  

Office Administration

• Maintain office supplies and equipment to ensure functionality
• Manage the reception area, conference rooms, and employee kitchen, ensuring a well-organized workspace
  
  

Liaison Duties

• Serve as a liaison between the executives, employees, and customers
• Process administrative requests and follow up on action items.
  
  

Problem Solving and Decision Support

• Address and resolve day-to-day office or project-related issues independently when possible
• Assist in decision-making by preparing relevant reports, summaries, and other supporting information
  
  

Other

• Demonstrate commitment to the company’s four core values by consistently exhibiting behavior that aligns the core values
• Demonstrate commitment to fostering a respectful and collaborative working and learning environment
• Other responsibilities and duties as assigned, to ensure the effective utilization of the company’s resources and to ensure customer satisfaction
  
  

Skills & Qualifications

• Required
• Minimum of 5 years of experience in an administrative support or event planning role.
• Exceptional interpersonal, communication, and organizational skills
• Strong initiative, critical thinking, problem-solving, and independent decision-making abilities
• Ability to handle confidential and sensitive information with professionalism
• Commitment to delivering high-quality customer service to clients and internal personnel
• Proficiency in creating and editing correspondence, documentation, and presentations
• Ability to manage multiple assignments, set priorities, and adapt to changing conditions
• Advanced proficiency in Microsoft Office Suite and ERP systems
• Strong research and analytical skills for project-related tasks
  
  

Education & Experience

• Required
• Associate’s degree in business administration, Communications, or a related field preferred or equivalent professional experience
• Proven experience in a similar role, demonstrating the ability to support high-level executives
• Preferred
• Experience with international travel coordination and document preparation is a plus
  
  

Job Snapshot

Position Based in: Milwaukee, WI; Hybrid – one day per week work from home

Position Type: Full Time Non-Exempt, 1st Shift

Reports to: Senior Human Resources Generalist

Travel: N/A