HR Administrative Assistant providing essential operational support to the HR Team. Managing scheduling, document preparation, and event coordination while upholding confidentiality and professionalism.
About the role
- Executive Administrative Assistant role at Definiti involving calendar management and travel arrangements for the executive committee. Supporting a national retirement services company with various coordination tasks.
Responsibilities
- Provide calendar management support for executive committee members
- Maintain a clean and organized approach to scheduling meetings, providing clear agendas, and ensuring timely completion of calendar activities
- Coordinate and book travel arrangements for executive committee members, including flights, hotels, and meals, to ensure successful trips
- Strictly adhere to approval protocols related to the company’s business expense policy and trip planning details, ensuring no bias or exceptions without supervisor approval
- Operate office equipment such as copiers, scanners, phone and voicemail systems, personal computers, and other standard office machines
- Assist with converting the office into a paperless work environment
- Effectively communicate with clients, advisors, and vendors as required
- Ensure work meets quality standards and proper procedures are followed
Requirements
- High school diploma or GED required
- 5+ years’ experience as an Administrative Assistant
- Intermediate MS skills to include Outlook, Word, PowerPoint, and Excel; calendar management and the ability to navigate web-based programs
- Experience using Microsoft Teams or other virtual meeting applications for regular video collaboration and quick communications via chat
- Accustomed with file-storage and file-sharing tools such as Microsoft SharePoint and Citrix ShareFile
- Must be quick, efficient, and available during eastern work hours
- Be available for infrequent travel as needed at offsite meetings
- Demonstrate sound judgment when making decisions, maintain confidentiality and operate with discretion and integrity
- Possess strong planning and organizational skills to successfully manage multiple priorities simultaneously
- Display keen attention to detail for accuracy
- Demonstrate excellence in written and verbal communication
- Proficient with numbers and basic calculations
- Prompt follow-up on open items with vendors, clients or internal team members
- Ability to work independently and as part of a team in a fast-paced environment
- Convey a professional and positive attitude while interacting with vendors, clients, advisors and teammates
Benefits
- A virtual-first work philosophy for most jobs
- 401(k) with up to 4% match
- Flexible PTO allows you to take the time you need for wellness, vacations, and personal matters. We foster a trusting environment where employees manage their workloads responsibly. Time off doesn’t accrue.
- 12 paid holidays, 2 paid floating holidays, and your birthday is a holiday
- Paid Parental Leave
- A variety of medical, dental and vision plan options including Definiti subsidized premiums
- Company-paid life insurance and short-term disability insurance
- Bonus plan eligibility
Job title
Job type
Experience level
Salary
Not specified
Degree requirement
Tech skills
Location requirements
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