Administrative Assistant

JOB SUMMARY: The Administrative Assistant is responsible for providing administrative and operational support across multiple functions and collaborates regularly with the EVP, Chief Information Officer and the Human Resources team. This entry-level role offers broad exposure to business operations and serves as an excellent opportunity to gain experience across multiple departments while building a foundation for future career growth and specialization.

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