Administrative Assistant II

For over 50 years, our talented employees at Zetec have been advancing nondestructive testing (NDT) standards. What is NDT you might be asking yourself? NDT is a testing and analysis technique used by many different industries such as oil \& gas, military, power generation, aerospace and much, much more. Zetec is a global leader in NDT and located right here in beautiful Snoqualmie, WA.

JOB SUMMARY

The administrative assistant will provide general company support for all administrative functions as well as provide backup administrative support for Human Resources as needed. Works closely with HR/Finance/Payroll, and vendors.

ESSENTIAL JOB FUNCTIONS

General Office Administration

• Professionally, efficiently, and positively represent Zetec by welcoming visitors, vendors, candidates and supporting employee requests.
• Maintains the visitor sign in, building access, and badging process.
• Answers the company phone and routes calls.
• Primary contact for cafeteria maintenance and service vendors.
• Responsible for ensuring min/max stocks for office supply room, lunchroom/small breakroom, and coffee supplies.
• Process invoices and checks. Receives, sorts, and distributes company mail,
• Responsible for coordinating meals for meetings as needed, coordinating travel arrangements, and preparing employee visas.
• Supports employee travel with hotel, flight, and meeting planning (as necessary), including but not limited to, negotiating company rates.
• Filing, laminating, and data entry projects as assigned.
• Ensure common areas of Zetec are presentable (conference rooms, reception area, lunch and break rooms, etc.)
• Use IT\-related systems (HRIS, IFS, SharePoint, Outlook, Excel) to ensure timely and accurate data; troubleshoot questions.

Human Resources Support – Talent Acquisition

• Serves as a liaison between HR and employees by providing answers to employee questions timely and accurately.
• Lead talent acquisition (recruiting) efforts. With oversight will lead the full cycle recruiting; from posting jobs, coordinating interviews, preparing and making offers, facilitating negotiations, deploying pre\-employment contingencies, and scheduling on\-site onboarding.
• Updates, coordinates and delivers new employee orientation and onboarding.
• Ensure first day new hire documents and communications are timely and coordinated after offer letter is accepted (including assisting with onboarding/I9 verification, new employee announcements, file set up, ordering business cards as needed, etc.).
• Oversee employee awards and recognition program, including but not limited to maintaining the gift selection inventory, employee gifts, etc.
• Assist in preparing and tracking annual HR budget in relation to company events.
• Able to act and support HR initiatives.

General Employee Event Planning \& Communication

• Oversee and participate as a team member for employee programs, company events, and initiatives as assigned (e.g., service awards, employee meetings, employee survey, SharePoint, org chart, employee newsletter, etc.).
• Supports all company events including but not limited to: EAC events, Birthday Breaks, Company Meetings, etc.
• Prepare internal employee communications on employee events and marketing materials including the weekly Zetec Blast and Quarterly Newsletter.
• Maintain and regularly update employee message boards and internal information screens.
• Document workflow to create and maintain procedures.
• Other duties as required in support of the department and the company.

SUPERVISOR RESPONSIBILITIES

• This job has no direct supervisory responsibilities.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Strong work ethic with a positive, can\-do attitude.
• Excellent customer service and interpersonal skills.
• Basic knowledge of general HR policies and practices and able to learn local, state and federal employment laws.
• Basic experience with the talent acquisition (recruiting) full life cycle.
• Able to maintain a high level of confidentiality.
• Ability to keep company\-related data and information confidential and secure and to use discretion on a need\-to\-know basis.
• Experience scheduling meetings, hotels, flights, etc.
• Administrative experience working with all levels of management.
• Experience working in an office environment and managing multiple interruptions.
• Desire to have fun at work, energy for events and engaging with employees.
• Effective and professional communication skills \- written, oral, and interpersonal.
• Ability to multi\-task, work independently, accurately, and effectively manage time and meet deadlines.
• Ability to work proactively and positively with minimal direction with internal and external customers.
• Detail oriented and a desire for successful outputs.
• Ability to exercise good judgement, tact and diplomacy and accept feedback when interacting with employees, managers, and customers.
• Demonstrated project management, prioritization, and organizational skills.
• Able to problem solve creatively and confidentiality and meet deadlines.
• Respond positively to change/changing priorities.
• Strong computer literacy including user\-level experience with Microsoft Office suite (Word, Excel, Outlook, Power Point, Publisher and SharePoint).
• User\-level experience with Canva and AI

EDUCATION and/or EXPERIENCE

• High School Diploma required.
• AA or equivalent years of experience preferred.
• Three (3\) years or more years of demonstrated administrative experience in a professional office environment strongly desired.
• Prior HR support experience preferred.
• Dayforce experience preferred

CERTIFICATES, LICENSES, REGISTRATIONS

• Certified Notary Public desired.
• Ability become a certified Notary Public within 180 days of employment.

LANGUAGE SKILLS

• Ability to read, write, speak and understand English.

PHYSICAL DEMANDS and WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Regular sitting, standing and walking throughout the day to accomplish tasks
• Hearing and speaking
• Lifting and carrying up to 40 pounds.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Work is performed in a normal office environment with minimal physical risks involved. The noise level in the work environment is low to moderate.

PERSONAL PROTECTIVE EQUIPMENT REQUIREMENTS

• N/A

TRAVEL

• N/A

WHY ZETEC:

• Zetec is located on the Snoqualmie Ridge! Soak in the mountain views of Mt Si or take an afternoon walk to the falls. Are you thinking Snoqualmie is too far? Maybe not! Zetec is easily accessible just off I\-90/Hwy 18 and for many is a reverse commute from most points in the Puget Sound. Not convinced? Google it! It’s really not as far as you think.
• Have an opportunity to learn from the best! Our employee tenure is an average of 17 years! That’s almost two decades of knowledge to take in.
• And once you get here, we balance our work with play. There are ample opportunities to engage in activities other than just work. We have on\-site games, a gym that has equipment for yoga to CrossFit, healthy snack offerings, birthday breaks (everything in moderation, right?!), Summer BBQs, and so much more.
• Zetec offers a flexible work environment that works for almost anyone’s schedule. We even offer hybrid work schedules for certain positions.
• We offer comprehensive benefits package of medical, prescription drug, dental, vision, life \& AD\&D insurance, 401(k) \+ company match, short\-term/long\-term disability. Our benefits package also include 10 days of vacation (and increases over time), 8 paid holidays along with 3 floating holidays to use at your leisure, accrued sick leave, paid volunteer time, tuition assistance, team participation stipends, and more.

Zetec is proud to be an equal opportunity employer. We are dedicated to building, promoting, and cultivating a safe and inclusive work environment. We welcome individuals with diverse talents, backgrounds, working styles and skill sets. We believe that diversity will lead us to a stronger team that will foster continued innovation and allow us to better serve our customers and communities.