Administrative Assistant

Profile

Administrative Assistant
Performs administrative duties for senior executives of Human Resources (HR) and Finance. Prepares routine and non-routine special reports including gathering and summarizing data. Establishes and maintains highly confidential files and records. Also supports Human Resource and Finance staff with various departmental functions. Has a thorough understanding of the executive’s job and methods of work, procedures and staff at all levels of the organization.
RESPONSIBILITIES:
- Acts as administrative support for VP of Human Resources and VP of Finance
- Responsible for establishing and maintaining filing system, photocopying, ordering supplies, mailing correspondence and faxing for Human Resource and Finance departments
- Types memos, correspondence, forms and technical documents of varying complexity
- Schedules and confirms appointments internally and externally
- Serves as back-up receptionist
- Handles travel/hotel arrangements for staff as requested
- Creates and maintains corporate organization chart
- Creates PowerPoint presentations as requested
- Creates and maintains various spreadsheets and reports for Finance and HR
- Interacts with and coordinates information from Finance and HR business partners
- Supports recruiting as requested
- Supports new employee process
- Assist with yearly healthcare open enrollment process including meeting arrangements and coordination of information to be sent to health care providers
- Assist in coordinating employee programs
- Supports HR and Finance staff in administrative capacity as needed
- Assist the HR and Finance staff with inter company requests such as IT, Communications, and Facilities
- Assist in other Human Resources and Finance functions as needed
QUALIFICATION REQUIREMENTS:
- Prior administrative experience required (minimum of 5 years)
- Ability to maintain confidentiality at the highest level
- Knowledge of office procedures and equipment
- Proficiency with computer equipment and Microsoft software including Word, Excel, and PowerPoint
- Excellent grammar, spelling and punctuation skills
- Strong interpersonal skills
- Ability to prioritize and work independently
- Detail oriented
- Excellent organizational skills
- Ability to maintain the highest level of confidentiality
- Ability to multi task
- Displays proficiency in the following global competencies:
- Initiative – understanding what action needs to be taken and completing these tasks while seeking the perspective of others
- Comprehensive Thinking (Personal Credibility) – taking responsibility for mistakes; does what he/she commits to and demonstrates integrity
- Collaboration – works as a team player to make a difference within the business and expresses gratitude and appreciation to others who have provided information, assistance and support
- Willingness to Learn – handles change through taking advantage of lifelong learning opportunities, is open minded and curious to face new challenges
ESSENTIAL JOB REQUIREMENTS:
- Attendance in accordance with company policies
- Ability to sit at a desk for 4 hour increments
- Ability to view computer screen for 4 hour increments
- Maintain friendly, positive and professional attitude
- Ability to lift 10 lbs.
Skills:
Administrative Support
, Virtual Assistant
, Data Entry
, Data Processing

Company info

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