Administrative Assistant

DUTIES AND RESPONSIBILITIES:

Administration and Information Systems 

• Support the Administration and Information Systems teams in administrative tasks as needed, such as expense and calendar management, travel coordination, and report preparation 

• Organize and maintain recurring management committee materials and other proprietary information 

• Collaborate with stakeholders across the organization to coordinate meeting agendas and centralize items for review and approval 

• Enter internal and external data into databases as determined by documentation policies  

• Maintain document and data record keeping systems 

• Assist with team building efforts and events, ordering meals 

• Assist with travel, including coordinating sporadic changes in travel plans 

• Act as a liaison for the department with all training and employee engagement initiatives 

• Manage supplies, vendor relationships, prepare and track FedEx correspondence and manage invoicing 

• Assist with onboarding of new team members within the departments through coordination with Human Resources 

• Participate in training as required and explore courses through the training division for self-development as time permits 

• Complete special projects and other duties on an as-needed basis 

• Act as the back-up to the front desk and mailroom staff 

• Perform other duties as assigned 

Human Resources 

• Coordinate new hire orientation and training sessions 

• Manage the contractor and consultant lifecycle by monitoring engagement end dates, coordinating extension approvals, and facilitating offboarding activities 

• Administer the monthly HR newsletter by drafting, editing, coordinating content submissions, and partnering with Information Technology to publish content on the company intranet 

• Coordinate employee recognition and support programs, including bereavement, leave-related and other employee gifts 

• Process employee business card requests and coordinate fulfillment 

• Provide recruitment support during periods of elevated hiring activity, including resume screening, candidate outreach, phone screens, job postings, job descriptions, and interview scheduling 

• Assist with creating HR communication / marketing collateral 

• Assist with the planning and execution of employee events and engagement activities 

• Provide general administrative and project coordination support to the team as needed 

QUALIFICATIONS:

• High School Diploma required; Bachelor’s Degree preferred 

• Previous administrative experience preferred; internship experience considered 

• Proficiency with Microsoft Office tools (Outlook, Word, PowerPoint, Excel)   

• Excellent verbal, written, and interpersonal communication skills   

• Strong organizational skills and attention to detail    

• Outstanding problem-solving and time management skills   

• Self-motivated, self-directed, and results-oriented  

• Adaptable and able to multitask in a fast-paced environment   

• Can work independently and within a team; solution-oriented with a collaborative approach 

• Strong sense of confidentiality and discretion