Job Description

We are seeking a highly organized and detail-oriented HR Admin/Executive Assistant to support both human resources and executive functions within our organization. This role will be responsible for handling administrative tasks related to HR, assisting leadership with daily operations, and ensuring smooth office management. The ideal candidate will be proactive, professional, and capable of multitasking in a fast-paced environment.

Job Duties

Essential Functions

• Manage day-to-day office operations, ensuring efficiency and a professional environment.
• Answer and direct phone calls, serving as the first point of contact for customers and vendors. Takes messages as needed.
• Receives mail, documents, packages, and courier deliveries and distributes them.
• Performs administrative and clerical support tasks such as basic filing and record keeping.
• Performs or facilitates maintenance of office equipment including cleaning, maintenance, and repairs.
• Maintains inventory of office supplies; orders new supplies as needed.
• Assist in organizing company events, meetings, and team-building activities.
• Assist in the recruitment process, including job posting, screening resumes, scheduling interviews, and onboarding new associates.
• Maintain employee records and ensure compliance with company policy’s and labor laws.
• Handle confidential HR-related documents.
• Manage internal and external meetings on behalf of the executive ensuring all necessary requirements are made e.g. meeting venue, equipment, presentations, prepare agendas…
• Managing executive emails as necessary.
• Manage travel arrangements, accommodations and logistics for executives including flights, visa requirements, hotel accommodation, car rental, meeting schedules while traveling and completing expenses.
• Manage confidential information with discretion and professionalism.
• Prepare reports, presentations, and correspondence as needed.
• Manage and organize confidential files, documents, and other office materials.
• Handle inquiries from customers and vendors, providing excellent customer service.
• Ensure a welcoming atmosphere for visitors and maintain positive relationships with external partners.
• Be able to perform multiple tasks and manage multiple projects simultaneously while performing various other duties as assigned.

Job Specifications

Requirements

• Minimum of high school diploma required, bachelor’s degree preferred
• Experience as a personal assistant, receptionist or executive assistant.
• Strong multitasking and time management abilities with attention to detail.
• Excellent verbal and written communication skills, with professional phone etiquette.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to work independently and handle multiple tasks in a fast-paced environment.
• Ability to handle confidential information with discretion.
• Proactive attitude with strong problem-solving skills.
• Prior experience in manufacturing or engineering environments is highly desirable.
• Must be polished and professional in appearance at all times.

Physical Specifications

• Ability to sit, walk, stand for long hours at a time.
• Must be able to lift up to 50 pounds at times.

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