Administrative Assistant

Are you looking for an exciting opportunity to work with a dynamic team that is committed to the continued growth and success of the Indy Region? If so, our client is searching for an Administrative Assistant to join their team!

Enjoy the perks of a Hybrid work opportunity in beautiful downtown Indianapolis!

The Administrative Assistant serves as the key administrative support for the office, ensuring smooth office management and HR administrative operations. This role is pivotal in supporting the day-to-day needs of employees while maintaining an efficient work environment.

The Administrative Assistant collaborates closely with the Senior Director of Operations and Executive Assistant to address employee needs, execute HR initiatives, and enhance overall employee experience.

The Administrative Assistant ensures the seamless execution of administrative and HR functions. By fostering clear communication, maintaining compliance, and supporting employee initiatives, this role contributes to a positive and productive work environment.

Office Administration

• Provide administrative support to the Executive Leadership Team (excluding CEO), including calendar management and other meetings, project support as needed.
• Assist Operations (and Strategy) Teams, including handling special projects such as organizing team-building activities, All-Staff Meetings, and other initiatives.
• Coordinate non-board committees & council meetings and handle facility arrangements for meetings as requested.
• Work with the Operations Team to plan and manage company events, including vendor sourcing, budgeting, and coordinating gifts, invitations, and supplies.
• Oversee the highlighting of employee achievements, announcements, and company news.
• Coordinate new hire logistics, including lunches, seating arrangements, and desk setups with equipment and supplies.
• Assist with Reception activities (covering lunches and vacations for the Receptionist & Member Relations Assistant), including Certificates of Origin, Guest Registration, Parking, and Notary Services.
• Maintain office bulletin boards, ensuring information is current and relevant.
• Track action items from Leadership and All-Staff Team meetings.

HR Administration

• Ensure timely completion of background checks for new hires.
• Assist with the coordination and execution of New Hire Orientation.
• Administer employee recognition programs and update lobby TV displays.
• Prepare new hire packets, digitize employee records, and maintain accurate personnel files.
• Respond to unemployment claims promptly and accurately.
• Oversee employment record retention and execute timely destruction per compliance policies.
• Ensure compliance with identification verification, E-Verify, and I-9 processes.

Talent Acquisition and Onboarding

• Coordinate with outsourced HR Consultant on scheduling interviews and book meeting rooms.
• Coordinate onboarding sessions and prepare orientation materials.
• Collaborate with outsourced HR consultant to support recruitment as necessary.

Employee Engagement and Retention

• Administer engagement programs, including recognition initiatives and service awards.
• Work with the Operations Team to plan and execute morale-boosting activities and team-building events.
• Address employee questions related to benefits, 401(k), and policy changes.

Systems and Reporting

• Maintain PurelyHR HRIS system with accurate data.
• Ensure accurate and timely processing of purchase orders and departmental expenses.

Offboarding

• Ensure proper documentation and execution of offboarding protocols.

Preferred Qualifications

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• Minimum of 2 years of experience in an administrative HR support role.
• Notary Public certification a plus.

Preferred Competencies

• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite and HRIS platforms (PurelyHR preferred).
• Ability to handle sensitive information with confidentiality and professionalism.
• Positive attitude and strong interpersonal skills for engaging employees at all levels.

Red Envelope Consulting is an Equal Opportunity Employer. We do not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.

Job Type: Full-time

Pay: $60,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person

Salary : $60,000 - $65,000