Summary Description

The Executive Assistant (EA) must be proficient in their knowledge of the company and FLORES SOP's in order to effectively write and communicate on behalf of the executive team. Responsibilities include assisting the executive leaders with special projects, report summaries, data entry, calendar management, onboarding, recruiting, and the overall management of administrative tasks in a timely and accurate manner. The EA will work directly with the FLORES HR Director to assist with key job functions enabling them to be focused on their goals and meet their strategic visions for FLORES. The EA will focus heavily on communication, organization, and professionalism to ensure a high level of support for the executive team. The EA will work closely and support all FLORES departments with project management, admin support, and training as needed in various applications. The EA will assist in streamlining processes to improve overall organization productivity. The ideal team member will be highly organized, detailed-orientated, and proactive with strong communication skills and the ability to work collaboratively across departments in a fast-paced work environment.

Key Responsibilities

Client Management

Maintain client distribution listings and perform applicable administrative functions pertaining to listings. Assisting with the Onboarding department in HR set up needs (i.e. Forms, Handbooks, Workflow, etc) and CRM software.

Operation Accuracy and Deliverables

Assisting in FLORES operational distribution projects (i.e. W2, 1095, printing jobs, client distribution, snack order, etc). Front-end break back up/coverage and support as needed. Assisting with the gatekeeper role for student programs (i.e. Training and oversight as needed) and supporting SOP's.

Executive Support & Project Troubleshooting

Coordination of Executive leader's calendars and travel itineraries. Attend assigned meetings focused on taking copious notes and documentation. Administrative and support tasks as required by executive leaders. Maintain confidentiality and integrity of executive data or initiatives.

FLORES HR Tasks

Assisting with HR reports, Bill Recs and coordinating calendar reminders. Assist with recruitment workflow, sending screening emails, coordinating interview schedules, and maintaining the applicant tracking system. Maintain internal listings (i.e. birthday, anniversary, address, etc). Assist with HR projects as needed and help streamline processes to improve overall department productivity.

Team Collaboration

Be the "Ambassador of First Impressions." Present a positive attitude with all guests as well as staff, leading by positive example to the entire FLORES team. Assist with the coordination and promotion of FLORES' engagement efforts and team events. Ensuring the management of the project is completed timely and communicating status updates accordingly. Work with other departments to ensure administrative consistency. Travel as needed.

Qualifications

Education

• A high school diploma or equivalent is required
• A HR or Business Administration certification is highly valued

Experience

• Strong knowledge of business and HR principles
• Work experience or internship(s) in customer service and office professional setting

Skills & Competencies

• Strong customer service, problem-solving and organizational skills
• Strong active listening, learning and critical thinking skills

• Excellent written and verbal communication with various contacts and across various platforms
• Proficiency in Microsoft Suite applications (e.g., Word, PowerPoint, Excel. TEAMs)
• Proficiency in Social Media Platforms, CRM and HRIS systems
• Excellent teamwork skills to work effectively with cross-functional teams and clients
• Ability to manage multiple projects simultaneously with strong time management skills
• Ability to follow pre-established guidelines and workflows to perform a variety of functions
• Ability to follow professional appearance and dress code guidelines
• Ability to work independently and prioritize effectively in a fast-paced environment

Work Environment

This position operates in a professional office environment and requires regular use of standard office equipment such as computers, phones, and copy machines. This position requires a high level of professionalism, excellent organizational skills, and the ability to prioritize tasks in a dynamic environment. Strong interpersonal skills, discretion, and a commitment to delivering quality service to both internal and external stakeholders are essential. Some travel to client sites may be required.

Physical Requirements

Must be able to sit for extended periods and work on a computer. Occasional lifting of up to 15 pounds may be necessary.

Benefits

Comprehensive benefits package including medical, dental, vision, 401(k), paid time off, and opportunities for professional development.

Equal Employment Opportunity

FLORES is committed to providing equal employment opportunities to all employees and applicants, regardless of race, color, religion, sex, national origin, age, disability, or any other legally protected status.

Important Disclaimer Notice - The job duties, elements, responsibilities, skills, functions, experience, education factors, and the requirements and conditions listed in this job description are representative only and are not exhaustive of the tasks that an employee may be required to perform. The Employer reserves the right to revise this job description at any time and to require employees to perform other tasks as circumstances or conditions of its business or the work environment change.

Salary : $20 - $28