Administrative Assistant - Human Resources & General Office - INNIO

Essential Responsibilities

1.    General Office Support

• Manage office supply inventory and place orders as necessary for assigned work area, including coordination with vending/coffee supplier.
• Provide general support to visitors.
• Receive and sort incoming mail and deliveries and manage outgoing mail.
• Receipt of incoming purchase orders.
• Maintain local e-mail distribution lists.
• Working with administrative support staff, develop office policies and procedures, and ensure they are implemented appropriately.
• Plan and schedule meetings, office events, and appointments; including set up, food orders, supply coordination and clean up for these events.
• Order business cards upon request.
• Create, manage & maintain purchase orders.
• Issue Letters of Invitations for international visitors upon request.
• Provide back up to administrative support staff as needed, including managing & maintaining schedules, booking travel, and managing expense reports.

2.    HR Coordination

• Coordinate summer intern recruiting.
• Assist with day-to-day operations of the HR function, including interview scheduling and on-boarding and off-boarding coordination.
• Create and maintain employee files.
• Schedule meetings, trainings, and HR events; including set up, food orders, supply coordination and clean up as needed.
• Coordinate onboarding activities such as orientations, executive meet & greets, etc.
• Assist in the recruitment process as needed.
• Provide administrative support to HR Director and HR Manager as needed.

3.    Executive Support

• Manage and maintain assigned executives’ schedule, appointments, and travel arrangements.
• Process T&L expenses.
• File and retrieve corporate documents, records, and reports.
• Establish and maintain strong communication links within the level administrative personnel.
• Provide back-up to other administrative support personnel to ensure seamless executive support.

Qualifications/Requirements

• Bachelor’s degree from an accredited university or college (or a high school diploma with a minimum of 4+ years of experience in an executive or administrative assistant position)
• Experience in an administrative role
• Previous experience or education in Human Resources
• Fluent in English
• Expert level skills in MS Office products: Outlook, Teams, Word, Excel, PowerPoint
• Able to work under time pressure
• Willingness and ability to work a flexible schedule when necessary
• Legal authorization to work in the U.S is required. We will not sponsor individuals for employment visas, now or in the future, for this job

Desired Characteristics

• Strong organizational skills and exceptional attention to detail and accuracy
• Competent personality, hands-on mentality
• Ability to prioritize and anticipate needs
• Ability to maintain confidentiality/security of highly sensitive  and/or confidential information
• Ability to deal with ambiguity and handle stressful and difficult situations with composure
• Ability to balance workload under short deadlines and changing priorities in a fast-paced environment
• Internet proficiency and knowledge of web-based applications
• Strong oral and written communication skills
• Strong interpersonal and leadership skills