Administrative Assistant - Full-time / Part-time

Job Summary

We are looking for an experienced Administrative Assistant to provide full administrative and personal support to the Human Resources Director, SVP and our Human Resources Department.

Essential Responsibilities and Duties:

Administrative:

• Provide confidential administrative support to the Human Resources Director.
• Screen all incoming calls and disseminate information as required and authorized.
• Record messages or dispatch to appropriate areas of organization, when necessary.
• Write, respond and maintain correspondence.
• Manage calendar (online and paper), schedule appointments (personal and professional). Coordinate travel plans when applicable. Note scheduled events, notable dates and reminders.
• Generate and provide itineraries, agendas and other support documents as required.
• Coordinate and plan meetings. Send out invitations and receive RSVPs.
• Attend HR meetings, record notes as directed and distribute notes as appropriate.
• Generate documents, presentations and spreadsheets using Word, Excel and PowerPoint when needed.
• Receive, organize, re-distribute incoming mail and deliveries. Prepare outgoing mail, including but not limited to parental new born gifts.
• Greet and assist visitors.
• Office management includes invoicing, ordering supplies, ensure office neatness (including HR Director s office), photocopying and filing.
• Create, track and maintain employee files.
• Perform employee verifications appropriately.
• Manage Human Resources Director s time appropriately and keep to the set schedule of the day by reminding, confirming appointments and add a new unexpected appointments to schedule.
• Manage/launch the Service Award Program and other projects as directed.
• Proactively seek new tasks as time permits.
• Coordinate office events such as birthday lunches, end of the year celebration, etc.

Personal:

• Manage all personal files. Trace and manage documents and sensitive items.
• Runner (i.e. lunch, coffee, miscellaneous errands).
• Organize personal schedule and personal appointments.
• Assist with travel plans and family events.
• Generate and provide trip itineraries, agendas and other support documents as needed.
• Create and maintain billing file, store invoices and documents. Pay monthly bills as needed/directed.
• Administrate personal items (including but not limited to):
• Special events
• Personal shopping
• Gifts and other necessary items