Executive Assistant/Human Resources Manager

Executive Assistant/Human Resources Manager in Kennesaw, GA for Elevanta, LLC

Full-time, starting salary based on experience

Monday-Friday, 8:30 a.m. – 5:00 p.m.

Desired start date: ASAP

JOB SUMMARY

Elevanta, is an AMCI Accredited Atlanta area association management company. Elevanta manages several franchisee associations made up of franchise owners from multiple brands (Supercuts, Burger King, Meineke, Zaxby's, Buffalo Wild Wings, Qdoba, and more). We are seeking an Executive Assistant/HR Manager to begin immediately. Note that this position is a full-time position located in our Kennesaw, GA office.  

Responsibility:

Perform executive administrative duties for the Elevanta CEO. Performs high level administrative services for association and subsidiary officers, boards and committees as assigned. Manages internal human resources responsibilities for staff and company. Confidentiality is key to the success of this position.

Executive Assistant Job Duties:

• Administrative support using MS Office programs
• Serve as recording secretary and take comprehensive minutes for board and committee meetings including all NFA, Elevanta, FBS and GWFA Board meetings
• Provide written summary after all NFA Board meetings for distribution to membership
• Prepare meeting agendas and Board resolutions
• Confirm presenters for Board meetings
• Prepare Board meeting materials and post to association management software Board community page and SharePoint
• Obtain Board member proxies
• Serve as on-site contact with hotel staff during board meetings to ensure a smooth and successful meeting including coordination with A/V staff onsite and ensuring all food and beverage orders are fulfilled
• Ensure company files are maintained electronically on SharePoint by company and archive historical files as needed
• Develop and manage tracking system for all corporate contracts
• Setup and manage appointments for CEO, as requested
• Arrange conference calls/zoom meetings for CEO including board, officer and/or committee calls as assigned
• Respond to inquiries on own initiative and respond to correspondence when appropriate
• Act as liaison to board and committee members as assigned by CEO
• Maintain confidentiality on all matters
• Document board action items, track and assure follow-up by appropriate persons and ticklers for due dates
• Tracks all internal projects as assigned by CEO
• Oversee and update Leadership Directories and Directors Guide Books
• Provide research, analysis, and support for special projects and prepare presentations
• Overall office management responsibilities including office remodels, equipment needs, special events, staff retreats, etc.
• Create and maintain files on proposals, presentations, project consultants, project participants, project files, organizational files and staff duties and current and follow-up correspondence
• Maintain and prepare expense report file of receipts and match with appropriate invoices/credit card bills for review and signature then forward to accounting for reimbursement
• Track and manage boards and committees terms of office
• Manage timeline and communications for Board member elections

Human Resources Job Duties:

• Process payroll bi-weekly in accordance with company pay policies, reviewing and managing hours work by all employees
• Assemble materials for new-hires and facilitate benefits enrollment processes
• Maintain personnel files and ensure all required forms are completed
• Supervise the development, maintenance and ongoing updates of all personnel policies and forms including but not limited to: job descriptions, application for employment, employee handbook and time-off request forms
• Recommend new and implement existing personnel policies and procedures for Elevanta
• Track employee attendance including approval of PTO requests and communicate with payroll to ensure accurate record keeping
• Manage the TimeClock Plus timekeeping system
• Make corrections to employee hours in TimeClock as needed and record holidays/PTO for hourly employees
• Answer employee questions and be available for consultation on employee concerns
• Recruitment, drafting of job descriptions, posting ads for employment and other aspects of the hiring process
• Interview/meet with all potential candidates for employment and draft or review hire letter before Elevanta offers employment
• Ensure background screening is completed prior to candidate start date
• Provide first day orientation for all new staff and ensure new staff have proper equipment, supplies, etc.
• Coordinate compensation-related information, performance ratings and recruitment activity
• Oversee the coordination of the formal review process for all employees
• Facilitate drug screening including post-accident and reasonable suspicion
• Provide information for annual workers compensation audits
• Maintain file of Elevanta job descriptions, past and present
• Benefits administration including long and short term disability plan, 401(k) plan and employee medical/dental/vision benefits
• Serve as the 401(k) administrator ensuring proper plan compliance, distributing required notices to participants and completing the annual filings/year end documents
• Handle internal annual health insurance renewal including reviewing rates/plans, preparing open enrollment and new hire packets, meeting with employees regarding open enrollment, calculating employer/employee contributions and submitting a schedule of withholdings for payroll. (Note that we have a full team in-house to manage our unique health insurance program. This position does not negotiate the annual plan renewal).

All other duties as assigned

Experience and Education:

• College degree preferred
• Four (4) years related experience as Executive Administrative Assistant to an executive or any equivalent combination of education and experience
• Human resources experience on level with HR Generalist or HR Coordinator
• Experience as recording Secretary and taking meeting minutes required

Knowledge, Skills and Abilities:

• Considerable experience managing responsibilities of an executive
• Knowledge of office practices and procedures
• Ability to perform with independent judgment
• Advanced knowledge of MS Office software and project management software
• Considerable knowledge of grammar, punctuation and spelling to edit major proposals, reports and correspondence
• Ability to organize and distribute work, prioritize tasks and meet deadlines
• Ability to identify problems, research alternatives and resolve them
• Can handle sensitive information with the highest degree of integrity and confidentiality - trustworthiness is at a premium for this position
• Position requires up to 20% travel to quarterly board meetings and annual meetings