Administrative Assistant

Essential Duties & Job Functions:

• Organize a variety of electronic paperwork and data (scan, copy, and file).
• Create position descriptions.
• Conduct research as required.
• Assist with all aspects of HR.
• Assist with on-boarding and training new employees.
• Assist with recruiting efforts to include reviewing resumes and scheduling/preparing interviews.
• Manage the Careers inbox.
• Track all resumes, interview questionnaires, and position descriptions.
• Conduct interviews (remotely and in person.)
• Assist with ILS Warehouse actions as needed (must be able to stand on foot for long periods of time).
• Assist other departments as needed.

• Scan, copy, file, and organize a variety of paperwork and data.
• Handle correspondence, emails, and calls ensuring timely responses and prioritization.
• Prepare confidential reports, presentations, and documents for meetings and external engagements.
• Conduct front desk receptionist duties such as: answering the front door, greeting visitors, mail and package handling, maintaining the reception area and conference room.
• Ensure CEO’s office is always organized and clean.
• Draft forms, presentations, flyers, and newsletters.
• Conduct research and compile data for decision-making and presentations as required.
• Record minutes during meetings and provide summaries as needed.
• Manage the CEO’s calendar, appointments, and travel arrangements with precision.
• Represent the CEO professionally in their absence when required.
• Handle expense reporting and record keeping related to CEO’s activities.
• Organize and manage travel logistics for CEO.
• Assist/Advise CEO with all aspects of company, to include employee relations, performance management, benefits, learning and development, policy development and implementation, recordkeeping and compliance, workforce and special events planning.
• Performs related work as assigned.

• Education Preferred: Associate degree in a related field and five years related experience; or Bachelor’s in a related field and two years related experience
• Experience:
  • Previous experience in a corporate environment
  • General knowledge of labor and employment laws
  • Proficiency in office management tools and software
  • Ability to handle confidential information with utmost discretion
  • Strong written and verbal communication skills
  • Exceptional organizational, multitasking abilities, and attention to detail.
• May require work to be performed outside of normal business hours.

Clearance: Must be able to pass a background investigation per local law and regulations; Must be authorized to work in the U.S.