Position Summary:
We are seeking a highly organized and versatile Administrative Assistant to provide support across various departments, including Human Resources, Accounting, and Grants. This role requires someone with a proactive attitude, excellent communication skills, and the ability to manage multiple tasks efficiently. The ideal candidate will be detail-oriented and adaptable, offering support in daily administrative tasks, assisting with HR processes, managing attendance records, aiding in hiring efforts, and contributing to grants management.
Role Overview:
- Human Resources Support:
- Assist with recruitment efforts by posting job openings, reviewing resumes, scheduling interviews, and communicating with candidates.
- Help with onboarding new employees, including preparing documentation and coordinating orientation.
- Maintain employee records and ensure they are updated in HR systems.
- Assist with employee benefits administration and other HR-related tasks as needed.
- Payroll Support:
- Open employee files on Sage
- Calculate hours of work
- Process payroll for some companies
- Office Support:
- Manage general office tasks, including scheduling meetings, organizing files, and maintaining office supplies.
- Answer phone calls, respond to emails, and handle correspondence in a professional manner.
- Provide administrative support to senior management as required.
- Accounting Support:
- Assist with basic accounting tasks, such as data entry, invoicing, and processing payments.
- Help with reconciling financial records and preparing reports for the finance team.
- Assist with managing petty cash and expense reimbursements.
- Attendance Management:
- Track and manage employee attendance, ensuring accurate records for payroll and compliance purposes.
- Assist with leave requests, sick days, and other attendance-related documentation.
- Grants Support:
- Help with the preparation and submission of grant proposals and applications.
- Track the progress of ongoing grants and ensure deadlines are met.
- Maintain organized records of grant documentation and assist with reporting and compliance requirements.
Qualifications:
- Proven experience in an administrative or support role, with exposure to human resources, accounting, or grants management preferred.
- Strong organizational skills with the ability to manage multiple tasks and deadlines.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and comfortable learning new software tools.
- Excellent written and verbal communication skills.
- High attention to detail, with the ability to maintain confidentiality and handle sensitive information.
- Ability to work independently and as part of a team in a fast-paced environment.
