Performs administrative duties for executive management. Responsibilities may include screening calls; managing calendars; making travel, meeting and event arrangements; preparing reports and financial data; training and supervising other support staff; and customer relations. Coordinates office activities and operations to secure efficiency and compliance to company policies. Manages agendas/travel arrangements/appointments etc. for the upper management. Ensures proper flow of office procedures, and supports the office directors by carrying out common office duties. Maintains a positive and friendly company image by acting as the first line of contact to visitors, customers, and vendors in person, online, and via telephone. Manage phone calls and correspondence (e-mail, letters, packages etc.) Track stocks of office supplies and place orders when necessary. Requires strong computer and Internet research skills, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, outside clients and vendors. Sensitivity to confidential matters may be required.
Communicates with relevant agencies to produce travel itineraries for business directors and employee events
Arranges meetings by scheduling appropriate meeting times, booking rooms, and planning refreshments
Schedules appointments and meetings for executives and upper level staff
Manages correspondence by answering emails and sorting mail
Assists in planning and arranging events, including organizing catering
Supports contract & finance with expenses
Tracks office supply inventory and approves supply orders
Manages reception area and looks after visitors
Answers phone calls and transfers them as necessary
Drafts, formats, and prints relevant documents
Maintains stock lists and orders office supplies as needed
Interacts with directors and carries out their requests
Creates agendas and takes meeting notes
Assists in purchase orders and invoicing
Manages outgoing post and records data on special deliveries
Photocopies and files appropriate documents as needed
Attends workshops and conferences when requested
Faxing, filing, copying, shredding, compiling documents, and other duties as required
Executive Assistant Duties:
Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
Represents the executive by attending meetings in the executive's absence; speaking for the executive.
Prepares reports by collecting and analyzing information.
Act as the point of contact between the executives and internal/external clients
Undertake the tasks of receiving calls, take messages and routing correspondence
Handle requests and queries appropriately
Maintain diary, arrange meetings and appointments and provide reminders
Make travel arrangements
Take dictation and minutes and accurately enter data
Monitor office supplies and research advantageous deals or suppliers
Produce reports, presentations and briefs
Develop and carry out an efficient documentation and filing system
Human Resource Support
Schedules interviews during recruitment process
Assists in advertising job openings on appropriate job boards
Provide employee verification of current and past employees.
Greeting Candidates, manage employment application process, verify application completion, and review required employment identification
Assists in recruiting and screening applicants
Manage schedule for New Hire Orientation/Training including contacting incoming employees
Serves as MicroHealth Online Learning Center Administrator
Serves as office safety administrator ensuring compliance with OSHA
Office Supply Support
Verify receipt of items on requisition or invoice, examines stock to verify conformance to specifications, store articles in bins, on floor or on shelves, according to identifying information, such as style, size or type of material.
Fills orders or issues supplies from stock.
Performs location surveys.
Maintains property accountability by applying appropriate management principles.
Conducts reconciliations of supply and inventory requirements.
Ensures proper safety and housekeeping standards are met.
Check office and kitchen supplies once a week and maintain sufficient inventory
Handles incoming and outgoing mail
Assists with cleaning and organizing the common areas on a daily basis- reception front desk, reception area, kitchen, conference rooms, and data room. Includes loading and unloading dishwasher on a daily basis
Assists with maintaining general cleanliness of Headquarters.
Coordinate company events (trade shows, holiday parties, seasonal parties, happy hours, ice cream socials, etc.)
Manage mail (incoming and outgoing, FedEx, UPS, USPS, etc.)
Provide administrative support to the HR (new hire goody bags, paperwork, ordering badges, ordering business cards, etc.)
Light Bookkeeping support such as helping complete monthly credit card reconciliation, TEA (Travel Expense Activity) and PR (Purchase Requisition) expense reports and any other tasks or requests by the Controller
Serves as Notary for Company
Works with Facility Manager to ensure infrastructure maintenance and repair in the building
Ensures fire safety in the office, training and extinguisher maintenance
First aid kit office training and awareness
Maintains intranet content Qualifications
1-2 Years of work experience; or any similar combination of education and experience
Requires prior knowledge of principles and practices of human resources
Proficiency with MS Office (Word & Excel) & other office productivity tools (email, calendars, etc.)
Excellent verbal & written communication skills
Ability to interact effectively with all levels of the company
Ability to work independently and efficiently
Ability to research issues and make recommendations consistent with HR standards, procedures, and employment laws
Strong organizational skills with excellent attention to detail and accuracy
Solid time management skills & ability to multi-task
Ability to maintain confidential information
Prior experience with an HRIS database preferred
Bachelor's degree in Human Resources or related field preferred.
All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, age, sexual orientation, gender identity, disability or veteran status.