Provide high-level administrative support to the Human Resources Department, which includes but is not limited to conducting research, preparing statistical reports, handling information requests, scanning documents, managing confidential and time sensitive matters and performing clerical functions such as all aspects of the daily operations, processing of financial and legal documents, preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. Serves as administrative assistant to the VP of Human Resources.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Maintaining internal office systems and procedures to promote efficient, effective support service operations.
Monitoring and maintaining efficiently department record-keeping and filing systems, including highly sensitive and/or critical administrative, employee and financial data.
Prepare invoices, reports, memos, letters, financial statements, statistical data, forms and other documents, using word processing, spreadsheet, database, or presentation software.
Place and answer phone calls, screen and direct calls to appropriate parties or take detailed messages, disseminate information and schedule accordingly.
Conduct research, collect and compile data, and prepare papers for consideration and presentation to executives, committees, and boards of directors.
Greet visitors and determine whether they should be given access to specific individuals.
Read incoming mail and disseminate as necessary; sorting; copying as necessary and disseminating outgoing mail.
Scheduling appointments, meetings and maintaining complex calendar; specifically in-charge of the VP of HR calendar and scheduling.
Reserving meeting locations, ordering supplies / services and preparing agenda and other materials.
Preparing travel arrangements, including airline reservations and hotel accommodations.
Monitoring and maintaining Human Resources supply inventory and computer equipment including purchase of departmental supplies and equipment repair services within established budget allocations.
Transcribing and typing from recorded dictation or rough draft correspondence or during the meeting, reports and manuscripts for highly complex and/or confidential Human Resources documents.
Proofreading and editing a variety of written materials.
Receiving and screening correspondence, composing and preparing responses on administrative matters as appropriate.
Perform any assigned special projects.
To perform this job successfully, an individual must be able to perform the duties and responsibilities satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Maintains a high level of professionalism in all forms of communication.
Possess strong ability to multi-task and prioritize.
Trustworthy; possess high integrity and maintains confidentiality of both verbal and written communications.
Solid letter composition and grammar/spelling abilities;
Shorthand or speedwriting;
Proficient in word processing (WordPerfect, Word for Windows, Outlook, etc.; proficient in the use of spreadsheet software (Lotus, Quattro, Excel, etc.).
Equipment: Computer, typewriter, telephone, copier, fax machine
Analytical skills to resolve problems that require the use of basic scientific, mathematical, or technical principles.
Ability to communicate effectively both orally and in writing and provide empathy in difficult interpersonal situations.
Comfortable working independently and as a team.
Bilingual is a plus.
EDUCATION and/or EXPERIENCE:
High school diploma or GED
Previous experience in Human Resources/Benefits is preferred.
5 years secretarial experience or 3 years executive secretarial experience
Minimum age requirement is 21.