Administrative Assistant To Hr Vp

JOB TITLE:Administrative Assistant to the VP of HR

REPORTS TO: VP of HR

CLASSIFICATION: Full-Time, Exempt

SCHEDULE: Monday through Friday, 8:00AM to 5:00PM

May require to stay beyond typical end time to complete projects

EDUCATION & EXPERIENCE

1. High school diploma
2. Three (3) to five (5) years of administrative experience supporting C-Level Executives
3. Highly proficient Microsoft Office Suite skills required

EDUCATION & EXPERIENCE

1. Associate’s degree or bachelor’s degree
2. Paralegal or legal assistant experience is highly recommended

ESSENTIAL FUNCTIONS

• Types, edits, proofreads and produces reports, memos, letters and other documents using word relevant computer software.
• Answer phone calls and direct calls to appropriate parties or take messages.
• Record, type and distribute meeting minutes.
• Prepares powerpoint presentation and associated follow up/meeting recap notes.
• Greet visitors and determine whether they should be given access to specific individuals.
• Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution.
• Perform general office duties such as ordering supplies and maintaining records management database systems.
• File and retrieve corporate documents, records and reports.
• Open, sort and distribute incoming correspondence, including faxes and email.
• Make travel arrangements for executives.

COMPETENCIES

1. Communication Proficiency – Communicates clearly by serving as a liaison to facilitate communication between Company personnel, industry leaders and elected officials; demonstrates good listening skills in an open, candid and consistent manner; must possess excellent writing skills and be able to compose documents as directed.
2. Time Management – Possess ability to budget time, set priorities and maintain an awareness of the relationship between activities; schedule, organize and manage all aspects of assigned projects; maintains all records, reports and files.
3. Collaboration Skills – Must work effectively as a member of a team and take initiative to support others as needed.
4. Personal Effectiveness/Credibility – Acts with unyielding integrity and honesty in business transactions, promoting company policies and holding self and other employees accountable keeping promises and commitments; set high goals or standards of performance for self, others and organization.
5. Initiative – Self-starter; ability to identify problems and evaluate resolutions for a positive outcome, work effectively without close supervision; know when to handle inquiries and problems personally or who to refer them to; anticipate problems and follow up with appropriate action.
6. Flexibility – Stability of performance under pressure and/or opposition; must remain calm and prioritize work to ensure objectives are met in an expeditious manner; be considerate of the feelings and needs of others

DESIRED SKILLS & ABILITIES

• Strong multitasking, time management and organizational skills
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google docs/mail/calendars; ability to learn software programs as required for the position
• Advanced written and verbal communication skills
• Absolute integrity, discretion and confidentiality

WORK ENVIRONMENT

• This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets.

PHYSICAL DEMANDS

• Sitting for an extended period of time
• Standing; filing
• Lifting, bending or pushing in relation to moving office supplies as necessary.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.