Administrative Assistant (Part-time)
Mavensoft Technologies
- Portland, OR
- Permanent
- Part-time
Duration: 8 Months
Location: Portland, OR (hybrid)This is a part-time job of 20-30 hours a week. Flexible schedule 9AM-2PM or 8AM-12.30PMKey-skills: MS Office Suite, Prioritizing, Meeting Scheduling, Administrative Tasks.Top 3 Must-Haves (Hard and/or Soft Skills):
1. Detail-oriented
2. Microsoft Suite - particularly Outlook
3. Customer service to all - managers, candidates, employeesTop 3 Nice-To-Haves (Hard and/or Soft Skills)
1. HR or Talent Acquisition experience a plus
2. I-9 experience a plus
3. Workday experience a plusTop Priority:Getting proficient with client's systems and instilling confidence with the recruiters that they are detail oriented to ensure a premium level of candidate and hiring manager experience.Challenges:The client's calendars are always full, so finding times for panel interviews can be very challenging.Job Responsibilities:
- Experience coordinating calendars and communicating with all levels of employees.
- General Office Support/ Administration Provides administrative support to a manager and her/his team(s) or a facility
- Receives callers and incoming mail and refers to appropriate key person
- uses software applications to prepare emails, correspondence, reports, presentations, agendas, meeting minutes
- Independently responds to routine correspondence and inquiries.
- Communicates assignments and directives from manager to team; tracks and follows up to ensure completion.
- Schedules meetings and appointments for managers and staff.
- Coordinates, schedules, and confirms interviews; makes changes as needed or requested.
- Plans and organizes internal senior team meetings and meetings with outside industry members/stakeholders and others; reserves meeting space, arranges catering and compiles and assembles participant packets and materials; reports and troubleshoots problems with facilities, office equipment or furniture.
- Maintains administrative procedures; ensures that standards, policies and practices are followed.
- Handles all administrative tasks or issues that arise not requiring the attention of the manager or other staff; ensures efficiency and organization of office operations.
- Communicates directly and on behalf of the manager with staff and managers from other departments on matters related to the manager's priorities and views; maintains awareness of issues occurring in the environment and makes manager aware of those needing attention.
- Maintains and updates all physical and electronic files and records; maintains and updates procedural documents, guides and manuals, supports audits as needed.
- Personnel Administration Support Initiates personnel action requests and requisitions on behalf of manager
- Coordinates/interfaces on recruiting/hiring actions; coordinates new employee onboarding activities, e.g., obtaining computer and security access.
- Intermediate knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition and grammar.
- Intermediate knowledge of clerical/administrative procedures, requirements and techniques involved in carrying out an organization's work.
- Intermediate skills in applying procedures and practices within the framework of established guidelines.
- Intermediate knowledge of the organization, functions, key personnel, and sources of information of the department/facility served.
- Basic knowledge of state and federal employment and wage and hour laws.
- Basic knowledge of client's policies, procedures, benefit plans and collective bargaining agreement.
- Basic knowledge of client's policies and procedures for recruiting and hiring.