Title: Administrative Assistant
Duration: 12 Months
Location: Miami, FL 33126 (Onsite)
Shift Hours: Mon-Fri 8:30 AM -5 PM
Pay Rate: $28.38/hr.
Job Summary:
We are seeking a highly organized and proactive Administrative Assistant/Coordinator to support our Vice President of Human Resources (VPHR). The ideal candidate will be responsible for providing comprehensive administrative support, ensuring smooth and efficient operations within the HR department. This role is ideal for someone passionate about HR and looking to gain experience in a fast-paced work environment who enjoys helping create a positive workplace.
Key Responsibilities:
- Administrative Support: Manage the VP of HR’s calendar, schedule meetings, and coordinate travel arrangements.
- Communication: Serve as the primary point of contact for internal and external communications, including emails, phone calls, and correspondence.
- Expense Management: Track and process expense reports for the VPHR.
- Documentation: Prepare, edit, and distribute various documents, reports, and presentations.
- Meeting Coordination: Organize and facilitate meetings, including preparing agendas, taking minutes, and following up on action items.
- Project Management: Assist in the planning and execution of HR projects and initiatives.
- Data Management: Maintain and update HR databases and employee records as needed.
- Event Planning: Coordinate and support HR-related events, such as training sessions, workshops, and team-building activities.
- Confidentiality: Handle sensitive information with the utmost discretion and maintain confidentiality at all times.
- Onboarding/Offboarding Support: Assist with the onboarding and offboarding processes as needed.
- Employee Engagement: Support initiatives aimed at improving employee engagement and workplace culture.
- Performance Tracking: Assist in tracking and reporting on key HR metrics and performance indicators.
Qualifications:
- Experience: Minimum of 1-3 years of experience in HR roles, such as administrative assistant, coordinator or generalist.
- Education: Bachelor’s degree in Business Administration, Human Resources, or a related field preferred.
- Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Essential Soft Skills:
- Effective Communication: Strong written and verbal communication skills are crucial for interacting with colleagues, clients, and executives effectively.
- Organization: The ability to keep tasks, schedules, and documents well-organized ensures smooth operations.
- Time Management: Prioritizing tasks and managing time efficiently to meet deadlines is key.
- Attention to Detail: Ensuring accuracy in tasks such as data entry, scheduling, and document preparation.
- Problem-Solving: The ability to identify issues and develop practical solutions quickly.
- Adaptability: Being flexible and able to adjust to changing priorities and tasks.
- Interpersonal Skills: Building positive relationships with team members and clients through effective interaction and collaboration.
- Empathy: Ability to understand and share the feelings of others, which is vital for handling employee relations and conflicts.
- Conflict Resolution: Skills to mediate and resolve conflicts in a fair and effective manner.
- Leadership: Capability to lead HR initiatives and projects, even in an assistant role.
- Teamwork: Ability to work collaboratively with HR team members and other departments.
- Confidentiality: Handling sensitive information with discretion and maintaining confidentiality.
Essential Technical Skills:
- Computer Proficiency: Familiarity with office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is essential.
- Data Entry: Accurate and efficient data entry skills for maintaining records and databases.
- File Management: Ability to organize and manage both digital and physical files effectively.
- Document Formatting: Knowledge of professional document standards and formatting.
- Calendar Management: Proficiency in scheduling and managing calendars using tools like Google Calendar or Microsoft Outlook.
- Communication Tools: Experience with email platforms, video conferencing tools (e.g., Zoom, Microsoft Teams), and other communication software.
- Basic IT Troubleshooting: Ability to solve common issues with office hardware and software.
- Research Skills: Competence in conducting online research and gathering relevant information.
- Typing Speed and Accuracy: Fast and accurate typing skills for efficient document creation and communication.
- Technical Adaptability: Ability to quickly learn and adapt to new software and technologies.
Benefits:
- Opportunities for professional development and growth.
- Positive and inclusive work environment.