Administrative Assistant

2 weeks ago

Philadelphia, United States Addison Group Full time

Overview:

The Administrative Assistant position plays a crucial role in the success of the Recruiters/BDMs at Addison Group. Without the support of the Admin, the Recruiters and BDMs are not able to successfully meet with Clients, place Candidates on assignment, or ensure that all necessary legal paperwork is compliant. The successful candidate will understand the time sensitive nature of the requests they receive and can prioritize their day to maximize the effectiveness of the team members that they support.


Responsibilities:

  • Manage all aspects of the candidate onboarding process and compliance including initiation, candidate follow-up, and tracking
  • Verify and complete Form I-9s, and maintain all confidential information
  • Assist with the candidate timecard process including reporting, contacting candidates, and notifying recruiters
  • Provide any requested reporting for managers within the office
  • Accurately post to job boards
  • Assist with completing unemployment claims
  • Assist with database clean-up projects to ensure all contact, candidate, and company profiles are current
  • Cross-train and serve as back-up for other administrative office roles, as needed
  • Act as a liaison for production teams by communicating change of process and policy updates, as well as facilitating new initiatives driven by various corporate departments
  • Type and process various documents and electronic information
  • Assist with front desk coverage; answer and transfer inbound calls in timely manner ensuring short on-hold times
  • Meet and greet all office visitors in a professional and positive manner
  • Coordinate group meetings; provide support for any necessary detail – scheduling, booking conference rooms, food catering, transportation, materials
  • Coordinate interview rooms and testing computers to ensure short wait times
  • Coordinate any additional meetings within the office, as needed
  • Regularly meet with Vertical Administrative Manager and supported Branch Manager(s) for any new policies, updates, or changes to any internal process
  • Maintain a clean office environment by partnering with housekeeping, taking personal initiative, or developing a plan with the local teams
  • Assist with candidate care initiatives, including birthday & anniversary cards and recognition weeks (Payroll Week, Admin Day, etc.)
  • Assist with internal culture projects as instructed by the Office Manager or VAM
  • Contest administration and tracking for recruiting team
  • Ad hoc projects as needed


Qualifications and Education Requirements:

  • Four-year degree or equivalent experience
  • Professional oral and written communication skills
  • Proficient in Word and Excel
  • Excellent customer service skills
  • Organized and detail-oriented


Addison Group is an Equal Opportunity Employer. Addison Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Addison Group complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. Reasonable accommodation is available for qualified individuals with disabilities, upon request.

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