Description
The Administrative Assistant will coordinate HR activities, provide personalized administrative support to the executive team, and offer general office support.
Essential Responsibilities
1. General Office Support

• Manage office supply inventory and place orders as necessary for assigned work area, including coordination with vending/coffee supplier.
• Provide general support to visitors.
• Receive and sort incoming mail and deliveries and manage outgoing mail.
• Receipt of incoming purchase orders.
• Maintain local e-mail distribution lists.
• Working with administrative support staff, develop office policies and procedures, and ensure they are implemented appropriately.
• Plan and schedule meetings, office events, and appointments; including set up, food orders, supply coordination and clean up for these events.
• Order business cards upon request.
• Create, manage & maintain purchase orders.
• Issue Letters of Invitations for international visitors upon request.
• Provide back up to administrative support staff as needed, including managing & maintaining schedules, booking travel, and managing expense reports.

2. HR Coordination

• Coordinate summer intern recruiting.
• Assist with day-to-day operations of the HR function, including interview scheduling and on-boarding and off-boarding coordination.
• Create and maintain employee files.
• Schedule meetings, trainings, and HR events; including set up, food orders, supply coordination and clean up as needed.
• Coordinate onboarding activities such as orientations, executive meet & greets, etc.
• Assist in the recruitment process as needed.
• Provide administrative support to HR Director and HR Manager as needed.

3. Executive Support

• Manage and maintain assigned executives' schedule, appointments, and travel arrangements.
• Process T&L expenses.
• File and retrieve corporate documents, records, and reports.
• Establish and maintain strong communication links within the level administrative personnel.
• Provide back-up to other administrative support personnel to ensure seamless executive support.

Qualifications/Requirements

• Bachelor's degree from an accredited university or college (or a high school diploma with a minimum of 4 years of experience in an executive or administrative assistant position)
• Experience in an administrative role
• Previous experience or education in Human Resources
• Fluent in English
• Expert level skills in MS Office products: Outlook, Teams, Word, Excel, PowerPoint
• Able to work under time pressure
• Willingness and ability to work a flexible schedule when necessary
• Legal authorization to work in the U.S is required. We will not sponsor individuals for employment visas, now or in the future, for this job

Desired Characteristics

• Strong organizational skills and exceptional attention to detail and accuracy
• Competent personality, hands-on mentality
• Ability to prioritize and anticipate needs
• Ability to maintain confidentiality/security of highly sensitive and/or confidential information
• Ability to deal with ambiguity and handle stressful and difficult situations with composure
• Ability to balance workload under short deadlines and changing priorities in a fast-paced environment
• Internet proficiency and knowledge of web-based applications
• Strong oral and written communication skills
• Strong interpersonal and leadership skills

INNIO offers a great work environment, professional development, challenging careers, and competitive compensation. INNIO is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, national or ethnic origin, gender (including pregnancy), sexual orientation, gender identity or expression, age, disability, veteran status or any other characteristics protected by law.