PHONE: 312.857.2300

Administrative Assistant

Administrative Assistant

This is a great opportunity to support the HR team of a global organization where you will get a bird’s eye view into general HR, HRIS, analytics, and benefits. This is a highly visible role that requires confidentiality, exceptional communication and a passion for an energetic and challenging environment.

This will be a mix of on-site and remote work. When on-site, all safety measures are upheld.

Responsibilities

  • Prepare and arrange complex activities such as meetings, travel, video conferences and department activities.
  • Assist with attorney and staff onboarding logistics: room preparation, new hire packets, company swag.
  • Inspect and exam company and local new hire forms to employee files; gather information and update files accordingly.
  • Maintain current personnel e- files for attorney and staff.
  • Proofread all documentation making appropriate changes with precision.
  • Oversee verification process with local offices including in-person trips to consulate, secretary of state, county building, etc.
  • Prepare expat letter forms for additional review and completion by CM.
  • Assist with employee benefits insurance renewal process.
  • Assist with attorney operation evaluation tasks including: appraisals, organizing review binders, preparing envelopes, labels and assisting with review book deliveries.
  • Assist with staff performance appraisal tasks including printing, editing, emailing, organizing reviews, compensation memos, preparing compensation folders for managers and scanning memos to personnel file.
  • Assist with new hire and departing employee paperwork and logistics.
  • Accountable for administration of the notary process and communication of procedures to all active and potential local notaries.
  • Maintain attorney and staff open position logs and audit logs.
  • Assist insurance department with annual open enrollment tasks.
  • Act as a connection with other departments and outside agencies.
  • Additional duties and special projects as required and assigned.

Requirements

  • Bachelor’s Degree required
  • Utilize Microsoft Word, Excel, PPT and Visio to edit and create general correspondence, memos, charts, presentations, etc.
  • Ability to type with high level of accuracy
  • Excellent proofreading skills and excellent grammar and punctuation
  • Exceptional organizational skills with a keen eye for details
  • Strong interpersonal communication skills, sound judgement, analytical and problem-solving skills
  • Able to work harmoniously and effectively with others
  • Able to preserve confidentiality and exercise discretion and work under pressure
  • Able to manage multiple projects with competing deadlines and priorities

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