Administrative Assistant

Description

The Administrative Assistant supports executive-level managers in an administrative capacity, the responsibilities include performing a variety of diverse, advanced, and confidential administrative tasks to support the business in project management and facilities duties assigned by executives.

Requirements

MINIMUM REQUIREMENTS

Human Resources:

• Work directly with and report to the CEO regarding all HR endeavors. 
• Maintain compliance with federal, state, and local employment laws and regulations, and recommend best practices; review policies and practices to maintain compliance.
• Performs routine tasks required to administer and execute human resource programs including but not limited to compensation, benefits, and leave; disciplinary matters; disputes and investigations; performance and talent management; productivity, recognition, and morale; occupational health and safety; and training and development.
• Complete employment verification and TWC requests.
• Prepare materials and help organize staff performance/annual reviews.
• Maintain accurate and up-to-date human resource files, records, and documentation. 
• Handles employment-related inquiries from applicants, employees, and supervisors, referring to complex and/or sensitive matters to the appropriate staff.
• Coordinate and support effective communication between managers, employees, staff, and HR staff to ensure they work together effectively to operate and support their assigned functions. 
• Provide all virtual and in-person HR informational meetings and training at various company locations.
• Check-ins with employees and staff throughout the year.

Benefits Management:

• Manage all company benefit plans and options, including health care, supplemental, retirement, and Workers' Compensation. 
• Network with benefit providers to negotiate better packages and present them to management. 
• Ensure all employees are informed of current benefits and retirement packages. 
• Disperse benefits packages in advance of enrollment windows. 
• Enroll employees in benefits after the enrollment waiting period. 

Recruitment and On-Boarding/Off-Boarding:

• Observe market rates so that the company’s compensation rates are competitive to attract and retain employees. 
• Complete recruiting process including: 
• Creating and editing online job postings 
• Scheduling and conducting phone, in-person, and virtual interviews. 
• Verifying work history and references 
• Completing background checks 
• Manage the onboarding process:
• Completion of onboarding documents 
• Organizing and conducting orientation and training 
• Administering handbooks and manuals 
• Ensuring all necessary paperwork is filled out and submitted to appropriate company departments.
• Execute the off-boarding process:
• Advising staff on their rights and any entitled benefits 
• Return of company property 
• Company access removal 
• Cleaning out personal items 
• Conducting exit interviews 
• Monitoring, coordinating, and documenting the termination process.

Executive Assistant:

• Providing administrative support to the CEO and Practice Administrator. 
• Filing and retrieving corporate records, documents, and reports.
• Researching and presenting data and preparing documents for review by management.
• Answering telephones, making copies, scanning documents, mailing items, and processing letters.
• Managing CEO emails to include:
• Drafting and editing email correspondence and memos for distribution 
• Reading and analyzing incoming emails and memos for distribution
• Handling basic bookkeeping tasks. 
• Maintaining various logs and trackers (i.e., keys). 
• Maintaining effective internal communications with executives, management, and staff.
• Scheduling and planning upcoming meetings, itineraries, conference calls, and events. 
• Managing and updating meeting schedules; including coordinating calendars, reserving conference rooms, ordering catering, setting up conference calls and/or videos. 
• Document the contact for information on special business events, such as organizational, business-to-business, and inter-organizational meetings. 
• Scheduling business-related travel accommodations and itineraries for executives and staff.
• Accurately recording meeting minutes. 
• Greeting and screening visitors prior to the meeting with executives.
• Other Duties and Projects Assigned by Supervisor.

Operations:

• Maintain the appearance of the back office including hallway, bathrooms, breakroom, and storage areas in all locations.
• Complete basic and routine tasks related to support of operations. 
• Manage inventory and replenish supplies at all locations. 
• Prepare offices including ordering necessary supplies, building furniture, preparing computers, printers, and other supplies, staging the space etc.   
• Travel between offices to manage operations and facilities as needed.  
• Communicate travel to supervisor to be approved. 
• Contact contractors and schedule any services needed for the company that is outside of scope. 
• Manage technology, IT, and security systems setup and related issues.  

MINIMUM REQUIREMENTS

Candidates must have a minimum of 2 years of experience in a similar role and must possess significant knowledge and abilities to successfully perform the responsibilities listed.

Bilingual and Relevant education and/or training will be considered a plus. 

PREFERRED

• AdvancedMD EMR software
• Proficient in Microsoft Office 

IMO is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.