Administrative Assistant – Sales and HR Support - HR Partners, Inc.

• Manage HubSpot CRM, Sales and Marketing tool evaluating and making recommendations based on results and trends, daily.
• Develop messaging for e-marketing efforts and make recommendations for changes and enhancements. Create messaging for three to four different audiences and monitor opens and clicks to increase response rate, etc.
• Develop Power Point presentations for speaking engagements and webinars researching topics as needed.
• Identify, contact and follow-up on speaking opportunities with organizations and associations. This includes updating/creating speaking brochure, contacting associations, etc.
• Maintain our Facebook page, LinkedIn page and Instagram accounts, creating posts at least twice a week.
• Assist in preparing handout packets, pdfs, etc. for speaking engagements, trade shows and educational seminars for prospects and clients using Canva and PowerPoint.
• Track marketing and sales efforts to determine ROI and effectiveness overall with investments into different associations, trade shows, etc.
• Submit material to magazines and newspapers for PR opportunities for business, including “award” nomination dates for areas we could be nominated for like Best Places to Work, etc.
• Manage Marketing Lists/Groups in HubSpot and confirming contacts. Email campaign management and confirmation.
• Assist with daily operation of the marketing and sales efforts, ensuring smooth and efficient workflow.
• Create and track all proposals, ensuring completed within time frame committed, working with team on any recommendations to updates ensuring accuracy.
• Research and prepare RFP responses for our areas of business, ensuring they were delivered on time or beforehand and tracking these in HubSpot.
• Maintain sales dead files.
• Assist with onboarding new clients with the goal of leading the implementation meetings for new clients.
• Confirm appointments for sales team as needed.
• Verify prospect data, research potential prospects in LinkedIn, HubSpot, BusinessWise, and other tools.
• Assist with trade shows, including staffing trade show and promotional events as needed.
• Manage inventory of in-house promotional items and fulfillment of contest prizes.
• Manage blog, updating, adding and changing as needed.
• Prepare and update our proposal templates for our business development team.

• Assemble and help write our monthly newsletter involving two audiences; one for internal clients and one for external prospects.
• Manage our webinar program, submitting webinars for CEs (Continuing Education credits) with HRCI and SHRM, email blasts advertising, scheduling, updating in PowerPoint, setting up zoom webinar, interfacing with HubSpot for tracking, etc.
• Work with current BD team, attending sales appointments, taking notes and discussing what you heard/saw as the potential for the deal.
• Learn how to do demos on the systems for prospect meetings (3-6 months in).
• Setup new clients in Harvest and on Server.
• Draft contract and submit via RightSignature once approved.

• Manage the background checks and drug testing for clients.
• Provide administrative support for HR and CEO’s initiatives.
• Maintain compliance documentation and manage sensitive client data with confidentiality.

• Assist with onboarding of client’s new hires, verifying documents and finalizing them in the system as needed ensuring they are finalized and all questions answered.
• Assist with preparing client correspondence, offer letters, term letters, RIFs, etc.

• Assist with updating client handbooks and documents as needed by the HR team.
• Assist the HR team with documentation of certain meetings, requiring them to sit in as a witness and taking notes.
• Enter progress and information in Asana. Prior knowledge of Asana is very helpful.

• Schedule zoom meetings for webinars, team, CEO and sales meetings.
• Provide administrative support to CEO.
• Answer phones and the front door of the offices.
• Run errands, keep general office organized, break room restocking, etc.
• General office support.
• Unpack deliveries for the office (office supplies via amazon).
• Sort the incoming mail, scanning in as needed.
• Schedule meetings for the team, travel arrangements for team as needed.
• Additional duties as assigned.

• Project Management Skills: Ability to juggle multiple priorities and meet deadlines without breaking a sweat.
• Exceptional Attention to Detail: You notice the small things that others might miss.
• Personable Demeanor: You’re a people person who builds rapport effortlessly.
• Tech-Savviness:
  • Proficiency in Microsoft Office, CRM tools, and Adobe Acrobat is a must.
  • Preferred: Experience with HubSpot and Asana to streamline workflows and manage projects efficiently.
• Strong Written and Verbal Communication: Clear, professional, and engaging communication is your forte.
• Bilingual: English and Spanish a plus!
• Experience: 2 years in an administrative or support role, preferably in business development, HR, or related fields.

• Competitive salary and benefits package
• Opportunities for professional development
• A collaborative and supportive team culture.

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