Executive Pa à United States

Job Summary:

The Administrative Assistant provides vital support to the daily operations by handling administrative tasks, managing communication, organizing records, and assisting with scheduling. This role is essential in maintaining efficient office operations, supporting field and office teams, and contributing to Human Resource functions such as hiring, onboarding, and training.

Key Responsibilities:

1. Administrative Support: Perform general office duties (answering phone calls, responding to emails, handling mail) while maintaining organized records and filing systems with a high degree of accuracy and confidentiality.
2. Scheduling: Assist with coordination and setting of project and staffing schedules. Assists in initiation, maintains, and distributes project schedules/calendars.
3. Contract Documents: Upon request by managerial staff, prepare, send, track, Contracts, and other documents as directed. Ensures all information on documents is complete, accurate, and maintains professional appearance prior to submission and distribution.
4. Customer Service: Serve as a first point of contact for phone and in-person inquiries. Addresses inquiries, confirming appointments, and assists in resolving service-related issues promptly and professionally while ensuring a high level of customer satisfaction.
5. Recruitment Assistance: Assist with human resources activities, including posting job openings, reviewing resumes, and scheduling interviews for prospective employees.
6. Onboarding & Training: Assists in facilitating new hire onboarding by preparing required paperwork and organizing orientation sessions; assists with coordination ongoing staff training programs and maintain up-to-date training records.
7. Additional Administrative Tasks: Perform other duties as needed, such as procuring office supplies, assisting with report preparation, supporting special projects, and ensuring compliance with company policies and procedures.

Essential Functions:

1. General Office Support:
2. Answer and direct incoming calls and emails in a professional manner.
3. Greet clients, vendors, and employees, providing excellent customer service.
4. Maintain office supplies and organize inventory.
5. Scheduling & Coordination:
6. Assists in setting and maintaining project and staffing schedules.
7. Update calendars, confirm appointments, and follow up with team lead.
8. Administrative Duties:
9. Prepare and manage correspondence, reports, and documents.
10. Maintain and update filing systems (digital and paper-based).
11. Enter data accurately into company software or spreadsheets.
12. HR Support – Recruitment & Onboarding:
13. Assist in posting job ads, screening candidates, and scheduling interviews.
14. Prepare new hire paperwork and coordinate background checks or pre-employment requirements.
15. Facilitate new employee onboarding including orientation materials and first-day logistics.
16. HR Support – Training & Employee Relations:
17. Help maintain training schedules and ensure employees receive necessary job-specific instruction.
18. Track employee training completion and certifications.
19. Support employee recordkeeping and help coordinate performance evaluations.

Qualifications:

1. High school diploma or equivalent (Associate’s degree preferred).
2. 2+ years of administrative experience, preferably in a service-based or facilities industry.
3. Experience in HR support, recruitment, or onboarding is a plus.
4. Proficient with Microsoft Office Suite and general office technology.
5. Strong communication, organizational, and multitasking skills.
6. Ability to handle sensitive information with confidentiality.
7. Bilingual (English/Spanish) is required.