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Administrative Assistant

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Responsible for providing executive support to the Vice President, HR Business Partner and Director of HR Operations. In addition, develop effective and efficient office processes and proactively anticipate and plan for navigating schedules. Accountable for making improvement recommendations as appropriate, to ensure smooth and organized office operations.

o Schedule and maintain Outlook calendar
o Answer phones, deliver messages, and return calls as needed.
o Take ownership of weekly staff meeting - agenda, setting up calls, booking rooms, verifying AV equip when needed, taking notes, following up after meetings
o Take ownership of monthly reports -send reminders each month, run monthly News hire report.
o Book meetings and conference rooms the team
o Book travel (domestic and international) and process expenses as needed
o Act as East Coast point of contact for the West Coast HR teams for New York-based meetings, projects, events, and guest office requests.
o Coordinate projects and segment-and group-wide processes in collaboration with other HR discipline team members as required
o Establish strong cross-functional relationships with HR partners
o Assisting with orientation setup and paperwork.
o Create and distribute offer letters to News SWED employees in a timely manner.
o Take ownership of the LL195 New York Labor Law form for all NY-based new hires.
o Filing, faxing, and general office responsibilities
o o Update emergency contact list, birthday list, etc. for team
o Update department email distribution lists
o Handle departmental mail distribution as well as courier and freight requests
o Update shared files on SharePoint (shared online HR resource) as needed
o Casual Buyer for BP Team - Order office and project supplies
o Submit Executive IT requests
o Submit Global HR Ops requests on behalf of BPs, Legal, and News Talent Acquisition as needed
o Coordinate departmental office moves and shipments.
o Assist with logistics and catering for departmental events

o Minimum of 3-4 years of experience
o Proficient in MS Office (Word, Excel, PowerPoint, Access)
o SAP knowledge highly preferred
oCan adapt to different client groups and develop a deep understanding of nuances, processes, and internal/external factors affecting the business.
o Demonstrated ability to handle confidential and sensitive information
o Ability to assume responsibility, function effectively with others on the team or independently, with minimal supervision
o Ability to prioritize effectively
o Strong verbal and written communication skills
o Strong verbal and organizational skills
o Attention to detail and ability to multi task
o Ability to function in a demanding environment with competing and changing priorities
o Ability to recognize need and take ownership of its completion
Bachelor's Degree or equivalent work experience

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