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Administrative Assistant to Executive Leadership

4 months ago

Windermere, United States Applebrook Homes LLC. Full time

Position Summary: The Administrative Assistant will play a pivotal role in providing comprehensive support to the C-level suite, ensuring smooth day-to-day operations. The person will work closely with the Executive Assistant to CEO and HR Director. Responsibilities include managing schedules, handling confidential information, and performing general office management tasks. The ideal candidate will have excellent organizational skills, attention to detail, and the ability to prioritize tasks in a fast-paced environment. This role offers an opportunity to learn the HR function and the business, and gain exposure to various aspects of the organization, while working closely with executive-level leadership.


Key Responsibilities:

  • Support executive-level leadership by managing administrative functions to ensure smooth daily operations and efficient office management.
  • Oversee communication channels, including phone and email, ensuring inquiries are handled professionally and directed to the appropriate team members.
  • Maintain organizational databases, ensuring contact information and important documents are up to date and accessible.
  • Coordinate logistics for certified mailings and external communications, ensuring timely delivery and compliance with organizational standards.
  • Serve as a liaison with external vendors, managing relationships to resolve service-related issues and ensuring operational continuity.
  • Manage office supplies and resources, maintaining optimal inventory levels to support business needs.
  • Facilitate the preparation and review of key operational documents, ensuring they align with company policies and legal requirements.
  • Provide administrative support throughout the recruitment process, including candidate management and onboarding coordination.
  • Assist with special projects and initiatives that enhance company performance and executive leadership goals.
  • Support HR in the recruitment lifecycle, including managing job postings, tracking applicants, screening resumes, coordinating interviews, and conducting initial candidate assessments.
  • Collaborate with HR to deploy the onboarding experience by overseeing background checks, coordinating start dates, and managing the preparation and distribution of new hire documentation, ensuring a smooth and compliant integration of new employees into the organization

Experience/ Skills Required:

  • Bachelor's degree in Business Administration, or a related field.
  • Knowledge in Microsoft Office, including data entry and basic formulas on Excel
  • Familiarity with Adobe Sign or similar e-signature platforms for preparing and managing digital documents.
  • Strong organizational and time-management skills.
  • Excellent communication and interpersonal skills.
  • Ability to maintain confidentiality and handle sensitive information.
  • Enthusiastic and proactive approach to problem-solving.

Physical Requirements:

  • Able to safely lift, pull and push up to 20 lbs.
  • Able to stand, walk, stoop, kneel, bend, and reach
  • Able to sit at a desk and use the computer for extended periods of time
  • Repetitive hand motions, such as typing


Benefits:

  • Competitive Health Insurance: Medical, Dental, & Vision
  • 401(k)
  • 401(k) matching
  • Paid Time Off
  • Company Paid Holidays
  • Year End Bonus

Applebrook Homes is proud to be an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on any protected characteristic as outlined by federal, state, or local laws. This policy applies to all employment practices within our organization.



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