Executive Assistant

Job description

Job Overview:

At The Capitol Group, smooth processes and systems are the key to our success. We’re looking for a new team member who has excellent organizational skills and a personable disposition to keep us thriving. The ideal candidate will have a natural flexibility in handling day-to-day routines as well as surprises. This new team member will provide strong, reliable support for operations by creating procedures and communicating them companywide, and by maintaining employee safety. This person will also help us achieve organizational efficiency by nurturing a positive, inclusive work environment.

Full job description

Key Responsibilities:

• Project Management
• Manage, oversee, and act on all assigned projects.
• Communication:
• Answer and direct phone calls in a professional manner.
• Respond to emails and correspondence promptly.
• Data Entry and Record Keeping:
• Enter and manage data in databases and spreadsheets.
• Maintain and update filing systems, both electronic and physical.
• Prepare and distribute internal and external communications.
• Support for Team:
• Assist team members with administrative tasks as needed.
• Collaborate with other departments to facilitate communication and workflow.
• Document Preparation:
• Draft and edit documents, letters, and reports as required.
• Prepare and distribute meeting agendas and minutes.
• Problem Solving:
• Address and resolve administrative issues promptly.
• Identify opportunities for process improvement and suggest solutions.
• Technology Proficiency:
• Utilize office software and tools effectively (e.g., Microsoft Office Suite, Google Workspace).
• Troubleshoot basic technical issues related to office equipment.
• Human Resources Responsibilities:
• Writes directives advising department managers of Company policy regarding equal employment opportunities, compensation, and employee benefits.
• Ensuring that all company employees are provided with the correct level of risk and security related information on a continuous basis.
• Ensures planning, monitoring, and appraisal of employee work results by training managers to coach and discipline employees; scheduling management conferences with employees; hearing and resolving employee grievances; counseling employees and supervisors.
• Ensures legal compliance by monitoring and implementing applicable human resource federal and state requirements; conducting investigations; maintaining records; representing the organization at hearings.
• Maintains historical human resource records by designing a filing and retrieval system; keeping past and current records.
• Responsible for administrative onboarding tasks: new hire communications, HRIS setup and scheduling and facilitating orientation sessions.
• Responsible for administrative offboarding tasks: employment closeout in HRIS system and other administrative systems, scheduling exit interviews and closeout and coordination of benefits with employees.
• Oversee day-to-day administration of medical, dental, vision, 401K, HSA/FSA and other savings accounts, life insurance, voluntary benefits, etc.
• Ensure compliance with applicable federal and state laws pertaining to employment and benefit plans (e.g. ADA, ACA, COBRA, ERISA, FMLA, HIPAA, FCRA, and PFL) and completion of applicable reporting requirements.
• Conduct quarterly audits of all benefits plans in HRIS for data integrity; partner with the HR team to manage employee data integrity and provide insights for decision making.
• Support internal and external audits for Payroll and HR.
• Assist with developing standard operating procedures related to HR Administration to enhance internal operations and workflow that follow federal, state, and local laws.
• Handle general HR inquiries and administrative requests including letters of employment, wage, and employment verification forms, etc.
• Participate in the planning and execution of employee events and wellness program initiatives to improve employee engagement and promote healthy lifestyles.
• Conduct compensation reviews of new and existing positions throughout the organization for internal and external market comparison and equity analysis.
• Other ad-hoc assignments as required.

Cybersecurity Responsibilities:

• Work with Cyber Security Consultants and Developers to:
• Conduct Compliance Testing and Manage Quarterly/Annual Cybersecurity Reports
• Manage internal and external facing cyber security policies
• Manage, deploy, and maintain security infrastructure
• Implement security systems, such as firewalls, data protection, controls, and encryption
• Conducting vulnerability tests and identifying and addressing any weaknesses
• Monitoring information systems and responding to any cyber-security incidents
• Automating security controls, data and processes
• Maintaining policy around third-party risk with vendors and suppliers
• Identifying and managing data privacy risks and compliance requirements
• Maintaining up-to-date knowledge on cyber-security technologies and standards
• Train employees to understand and follow security measures

- Managed all contracts and progress of contracts for Executive Team

Qualifications:

• Proven experience in an administrative role.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Proficient in using office software and equipment.
• Ability to multitask and prioritize tasks effectively.
• Discretion and confidentiality in handling sensitive information.

Preferred Skills:

• Familiarity with project management tools.
• Knowledge of basic accounting principles.
• Previous experience in a similar industry.

This job description is a general outline of the duties and responsibilities associated with the position and may be subject to modifications as needed.

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Experience level:

• 5 years

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: Remote

Job Types: Full-time, Contract

Pay: $44,178.07 - $60,000.00 per year

Benefits:

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

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: Remote