Administrative Assistant

3 weeks ago

Waukesha, United States INNIO Full time

The Administrative Assistant will coordinate HR activities, provide personalized administrative support to the executive team, and offer general office support.

**Essential Responsibilities**

1. General Office Support
- Manage office supply inventory and place orders as necessary for assigned work area, including coordination with vending/coffee supplier.
- Provide general support to visitors.
- Receive and sort incoming mail and deliveries and manage outgoing mail.
- Receipt of incoming purchase orders.
- Working with administrative support staff, develop office policies and procedures, and ensure they are implemented appropriately.
- Plan and schedule meetings, office events, and appointments; including set up, food orders, supply coordination and clean up for these events.
- Order business cards upon request.
- Create, manage & maintain purchase orders.
- Issue Letters of Invitations for international visitors upon request.
- Provide back up to administrative support staff as needed, including managing & maintaining schedules, booking travel, and managing expense reports.

2. HR Coordination
- Coordinate summer intern recruiting.
- Assist with day-to-day operations of the HR function, including interview scheduling and on-boarding and off-boarding coordination.
- Create and maintain employee files.
- Schedule meetings, trainings, and HR events; including set up, food orders, supply coordination and clean up as needed.
- Coordinate onboarding activities such as orientations, executive meet & greets, etc.
- Assist in the recruitment process as needed.
- Provide administrative support to HR Director and HR Manager as needed.

3. Executive Support
- Manage and maintain assigned executives’ schedule, appointments, and travel arrangements.
- Process T&L expenses.
- File and retrieve corporate documents, records, and reports.
- Establish and maintain strong communication links within the level administrative personnel.
- Provide back-up to other administrative support personnel to ensure seamless executive support.

**Qualifications/Requirements**
- Bachelor’s degree from an accredited university or college (or a high school diploma with a minimum of 4+ years of experience in an executive or administrative assistant position)
- Experience in an administrative role
- Previous experience or education in Human Resources
- Fluent in English
- Expert level skills in MS Office products: Outlook, Teams, Word, Excel, PowerPoint
- Able to work under time pressure
- Willingness and ability to work a flexible schedule when necessary
- Legal authorization to work in the U.S is required. We will not sponsor individuals for employment visas, now or in the future, for this job

**Desired Characteristics**
- Strong organizational skills and exceptional attention to detail and accuracy
- Competent personality, hands-on mentality
- Ability to prioritize and anticipate needs
- Ability to maintain confidentiality/security of highly sensitive and/or confidential information
- Ability to deal with ambiguity and handle stressful and difficult situations with composure
- Ability to balance workload under short deadlines and changing priorities in a fast-paced environment
- Strong oral and written communication skills
- Strong interpersonal and leadership skills

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