What are the responsibilities and job description for the Administrative Assistant position at United Global Technologies ?
UGT is seeking an Administrative Assistant could handle for the Chief of Staff.
Administrative Support
Calendar Management – Schedule and coordinate meetings, appointments, and travel arrangements. Email Management – Monitor, filter, and respond to emails on behalf of the Chief of Staff. Meeting Preparation – Create agendas, take notes, and distribute meeting minutes. Document Management – Organize and maintain digital and physical files. Data Entry & Reporting – Compile, format, and analyze reports related to staffing metrics. Expense Management – Track expenses, process reimbursements, and handle invoices. Travel Coordination – Book flights, hotels, and transportation for business trips. Confidentiality Management – Handle sensitive company and employee information discreetly. Operational Support
Recruiting Assistance – Coordinate job postings, screen resumes, and schedule interviews. Onboarding Support – Assist with new hire paperwork, training sessions, and orientation. Timesheet & Payroll Assistance – Collect and verify contractor timesheets for payroll processing. CRM & ATS Management – Update and maintain records in Applicant Tracking Systems (ATS) and Customer Relationship Management (CRM) platforms. Compliance Support – Ensure hiring and documentation align with industry regulations (EEO, FLSA, etc.). Event Planning – Assist in organizing company events, training sessions, and staff meetings. Office Supply Management – Order and maintain office supplies and equipment. Client & Candidate Support
Candidate Communication – Coordinate interview schedules and provide updates. Client Coordination – Assist in managing client communications and scheduling. Contractor Support – Address general inquiries from contractors regarding assignments, timesheets, and benefits. Reference & Background Checks – Assist in processing employment verifications. Project & Strategic Support
Market Research – Assist in researching industry trends, competitor strategies, and staffing benchmarks. Proposal & Presentation Preparation – Help in drafting presentations and proposals for leadership. Process Improvement – Identify and suggest efficiency improvements in operations. KPI Tracking – Monitor key performance indicators (KPIs) and generate reports for leadership. Communication & Liaison Responsibilities
Internal Communications – Draft internal memos, announcements, and reports. Vendor & Partner Coordination – Maintain relationships with external vendors, job boards, and service providers. Employee Engagement – Help coordinate employee appreciation initiatives, surveys, and team-building activities.
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