What are the responsibilities and job description for the Executive Branch Assistant position at Gradient?

Job Description

Gradient, a Geosyntec Company, is seeking a motivated and resourceful Executive Branch Assistant to perform executive administrative responsibilities in support of local Branch Gradient manager(s). This role will also serve as the local Human Resources Point of Contact (HR POC), help coordinate all HR functions and related inquiries with Corporate HR and within company guidelines and policies. Work is performed under the direction of the Administrative Director.

This role requires in office attendance 4 days a week in the Boston, MA office and allows for 1 day per week to be remote. This is a full-time position, 40 hours, Monday - Friday 8 : 00 AM- 5 : 00 PM or 9 : 00 AM - 6 : 00 PM.

Gradient is an environmental and health risk sciences consulting firm specializing in environmental sciences, human and ecological risk sciences, product stewardship, and life sciences. Gradient's scientists have a variety of backgrounds in chemistry, engineering, toxicology, epidemiology, ecotoxicology, medical device and pharmaceuticals, exposure sciences, industrial hygiene, GIS, product safety and lability and sustainability.

We invest in our people. Each employee is unique, and your career at Gradient will be too. We offer competitive pay and benefits, and well-being programs to support you and your family.

To Learn More Visit : http : / / www.geosyntec.com / careers / .

Office / Branch Duties :

Provide executive level support to branch managers. Including calendar management, research as needed, coordination and organization of multiple internal programs for Principals, technical, and administrative personnel.
Serve as liaison between local office and / or Branch and Corporate management and staff; respond to general and common inquiries appropriately, directing specialized questions to the appropriate corporate departments.
Orientate new local employees ensuring knowledge of general office practices, and proper completion of paper and electronic employment documents, in coordination with Corporate HR.
Coordinate orientation meetings with Accounting, Health & Safety, HR, Information Technology, and Support departments as needed; and assist managers with local office space needs and systems access set ups.
Plan and execute staff activities for holidays and other events.
Schedule office-wide meetings and order lunch when applicable.
Perform Notary Public duties for the office.
Prioritize and manage multiple projects simultaneously. Follow through on issues to resolution in a timely manner.
File and retrieve corporate documents, records, and reports.

HR POC Duties at the Local Office Level :

Ensure all new hire and updated employee records are forwarded to Corporate HR for file retention.

Ensure foreign national hires provide valid employment authorization documents at the time of hire, and copies are provided to HR; in the US, ensure the Employer Section 2 of the Form I-9 verification process is completed within federal timelines and company procedures, in coordination with HR.

Clarify and point employees to HR, benefit, wellness, and recruiting resources and company policies and procedures available on SharePoint and in the Employee Handbook; specific policy interpretation questions should be directed to HR.

Clarify company benefit and leave related questions as detailed in the Summary of Company Benefits; direct employee-specific questions to appropriate HR staff to handle.

Ensure employee leaves, status changes, life events, position / manager / pay changes, etc., are communicated timely to HR, and are in line with company policies and procedures.

Partner with HR and talent Acquisition teams to ensure recruiting compliance procedures are followed (e., job requisitions posted, all candidates apply to specific job requisitions before interviewing, etc.).

As needed, assist local hiring teams with recruiting efforts, such as drafting requisitions, scheduling interviews, following-up, tracking and dispositioning candidates in HR Recruiting Portal.

As needed, assist local hiring teams in drafting employment offers, ensuring current sample templates and enclosures are used, and offers are reviewed and approved by HR before being extended.

Assist with communications to local employees of corporate policy or process updates and changes.

Skills and Qualifications :

High school diploma and 6 years of executive level administrative experience, an associate degree or college diploma and 4 years of experience, or any equivalent combination of experience and training that provides the knowledge, skills and abilities to perform the responsibilities of the position. (required)

Executive-level administrative experience includes providing calendar and confidential matters for executive-level staff, authoring memoranda and other communication on behalf of executives.

Exceptional Communication Skills and Reasoning Ability.

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