Executive and HR Assistant

Position Summary

The Administrative/HR Assistant will provide comprehensive support to the Executive Director and Human Resources Manager as well as other executive team members. The Administrative/HR Assistant will be an excellent resource for all staff and will excel at communication, organization and planning.

*Essential Duties and Responsibilities*

General Administrative Duties

• Responsible for reviewing, organizing and dispatching all incoming mail addressed to the Executive Director, including research and response, when possible,
• Performs clerical and administrative tasks including drafting/composing correspondence as direct by the Executive Director,
• Monitor and respond, when possible, to Executive Director’s telephone calls in his absence.
• Arrange quarterly Trustees’ meeting, which include:

All hotel and meeting room accommodations, review contracts, arrange the deposit and review/accept the final bill,

Arrange audio/visual support, review contract, arrange deposits and review/accept the final bill,

Obtain any insurance documentation needed per contracts,

Confirming attendance before and during the meetings,

Sending meeting notices to all participants,

Compiling and distributing materials,

Making meeting meal arrangements,

All other requests pertaining to the quarterly meetings from the Executive Director.

• Perform quasi\-secretarial duties,
• Perform office tasks including maintaining records, coordinating contracts with office vendors and services providers and order/approving supply orders (coffee, Staples, etc.).

Building Maintenance Intermediary

• Monitor and report building/physical building problems to outside property manager,
• Communicate and coordinate with the onsite maintenance personnel on any/all building issues,
• Responsible for activation and termination of all ID badges and maintaining accurate logs.

Human Resource Duties

• Maintain attendance tracking,
• Process bi\-weekly payroll timesheets and assists with payroll functions including processing, answering questions, and double\-checking payroll files,
• Participate in recruitment efforts for new personnel by setting up interviews, greeting candidates, and providing them with the correct paperwork to complete,
• Assist in new employee onboarding by preparing employee handbook, HIPAA binders, and personnel files,
• Maintain organization/staff list,
• Responsible for monthly performance review reminders,
• Answer frequently asked questions from applicants and employee related standard policies, benefits, hiring process, etc.; refer more complex questions to HR Manager,
• Maintains integrity and confidentiality of human resource files and information.

Position Qualifications:

• Minimum of 2 years of college preferred,
• Minimum of 5 years Administrative Assistant or similar experience reporting to executive management required,
• Knowledge of Pension and Health Benefit Plans is a plus,
• Background in HR preferred,

Required Skills/Abilities:

• Excellent verbal and written communication skills,
• Proficient with Microsoft office suite or related software,
• Excellent organizational skills and great attention to detail,
• Must be self\-motivated and able to work well under strict deadlines,
• A considerable amount of independent judgement and action may be exercised,
• Strong interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy,
• Must be in the office with very limited remote work opportunity,
• Must be available for work the week before and during all Trustee Meetings,
• Must be able to obtain PA notary certification within 3 months of employment.

Physical Requirements:

• Prolonged periods of sitting at a desk, working on a computer and answering a phone,
• Must be able to move freely inside and outside to ensure building/property are in good order.

Pay: $30\.00 \- $35\.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid jury duty
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Work Location: In person