Administrative Assistant

We are seeking a proactive, organized, and detail-oriented Administrative Assistant to join our team.. The ideal candidate will play a pivotal role in ensuring smooth and efficient day-to-day operations by providing high-level administrative support to staff in our Administration and Human Resource office.

Responsibilities

• Receive, sort, and timely distribute incoming mail on a daily basis. Reports postage to accounting.
• Timely and accurately processes daily check/cash deposits. Takes cash to bank as needed.
• Views, logs, and responds to the incoming HR, Admin email group inquiries and HR fax line.
• Answer incoming HR/Administration calls courteously, routes accordingly. Keeps facility phone extension list up to date.
• Assists with coordination of Board meetings.
• Collects, logs, and organizes incident reports/risk management files for COO. Summarizes and reports as needed.
• Coordinates room and vehicle scheduling. Ensures all staff drivers submit current driver’s license and insurance on an annual basis.
• Monitors walkie-talkie activity and responds accordingly.
• Maintains meeting minute’s logs, copy machine and postage machine maintenance, and safety drill captain sheets.
• Coordinates limited access letters with certified mail and data logs/summaries.
• Gathers and reports data for management reports, as assigned. Drives to bank and post office as needed.
• Assigns and updates employee lockers. Make employee ID badges. Orders flowers, food and cards as needed.
• Proactively performs various clerical and administrative functions required for business operations.
• Assists the CEO, CHRO, and COO on a daily basis.
• Assists various department heads and supervisors as needed. Ensures mail room is stocked with copy paper, bottled water, coffee, and needed supplies.
• Makes new employee orientation binders and puts together new employee welcome bags.
• All other clerical, administrative, and project duties as assigned.