Hr & Operations Administrative Assistant

The Operations Administrative Assistant provides high level executive administration support and completes project-based tasks to assist with the smooth operation of the firm. The ideal individual will have exceptional communication skills, and meticulous attention to detail. The ability to keep track of various details and projects is imperative as is the ability to maintain confidentiality in all matters.
Specific Responsibilities :

• Assist the Human Resources department with scheduling interviews, conducting phone screens, preparation of new hires, new hire orientations, file maintenance, HRIS platform maintenance, and various other confidential projects.
• Assists the Library & Research Services Manager with invoice processing and project related items on an as needed basis, including historical archival projects.
• Participates on the Event Committee and assists with event planning, including holiday gift preparation and distribution.
• Participates on the Safety Committee by recording minutes, organizes meetings and attends.
• Supports the Director of Administration with various operational tasks for the firm, most of which are time sensitive and confidential.
• Assist the Marketing department on an as needed basis.
• Updating administrative forms as directed
• Assist Finance Manager with confidential finance related projects on an as needed basis.
• Serve as the receptionist during breaks, lunches and vacations, which entails greeting visitors, answering phones, directing calls, and taking messages (professional attire required on a daily basis)
• Ability to take direction, ask relevant questions and see projects through to completion.
• Performs clerical duties including typing, filing, data entry, scheduling and mailings.
• Proficient in Microsoft Office Suite or related software
• Excellent organizational skills and attention to detail
• Excellent time management skills with a proven ability to meet deadlines.
• Maintain professionalism and strict confidentiality with all materials/projects, and exercise discretion when interfacing with employees of the firm.
• Manage a large, diverse workload and prioritize tasks in a fast-paced environment.
• Excellent verbal and written communication skills
• Ability to work independently.
• Other duties assigned

• Associate degree
• Three to five years of experience in an executive supporting and administrative role