Administrative Assistant/HR Assistant

Purpose

Provide split-time administrative support to the Chief of Staff while managing front office reception duties. This multifaceted role combines receptionist responsibilities (approximately half-time) with direct support for the Chief of Staff's HR and Facility Security Officer functions. The position requires exceptional organizational skills, attention to detail, ability to maintain confidentiality, and flexibility to transition between various responsibilities throughout the workday.

Tasks

Reception & Front Office Responsibilities:

• Serve as the first point of contact for the office, creating a positive and professional impression
• Answer telephones and direct calls to appropriate individuals
• Greet visitors, sign them in, and notify staff of their arrival
• Maintain visitor log and issue visitor badges according to security protocols
• Monitor office entrance and maintain security awareness
• Handle incoming and outgoing mail and deliveries
• Maintain a clean, organized, and professional reception area

Chief of Staff & HR/G&A Support:

• Serve as the primary administrative assistant to the Chief of Staff
• Manage Chief of Staff's calendar, including scheduling meetings and appointments
• Organize and prioritize Chief of Staff's email communications
• Prepare materials and documentation for Chief of Staff's meetings
• Draft correspondence on behalf of the Chief of Staff
• Support the HR function by assisting with employee onboarding, maintaining records, and coordinating recruitment activities
• Help with benefits administration tasks and employee training coordination as directed
• Assist with contracts, proposals, and ensure contract reviews are completed
• Obtain/maintain company certifications and accounts
• Support quality functions and related documentation
• Create, maintain, and enter information into databases
• Support company compliance with various regulatory requirements
• Assist with budget tracking and basic financial documentation
• Provide assistance to IT team and ensure paperwork is kept up to date
• Conduct research and gather information for various projects and initiatives
• Follow up on action items and deadlines from meetings
• Act as liaison between Chief of Staff and other departments

General Administrative Support:

• Draft correspondence and respond to routine inquiries
• Schedule appointments and meetings for staff
• Maintain electronic and physical filing systems
• Make copies of correspondence or other printed material
• Review work for correct spelling and grammar, ensuring company format policies are followed
• Learn to operate new office technologies as they are developed and implemented
• Maintain scheduling and event calendars
• Locate and attach appropriate files to incoming correspondence requiring replies
• Complete forms in accordance with company procedures

Office Management & Building Maintenance:

• Order and dispense office supplies, tracking inventory levels
• Coordinate with facility manager on minor building maintenance needs
• Arrange and set up food/beverages for team meetings and events
• Assist with conference room scheduling and preparation
• Operate office equipment and arrange for repairs when equipment malfunctions
• Maintain supply inventory and handle ordering