Administrative Assistant (Human Resources & Administration)
Job Description:
General Purpose of Job/Summary:
The Administrative Assistant is responsible for consistently delivering quality customer service and administrative support to the HR Managers, Administrator, and the Vice President within the HR and Administration Team. The right applicant will be friendly with a positive attitude and will remain flexible and organized while multi-tasking in this fast-paced environment. This position is ideal for a candidate with the long-term goal of providing integral administrative support and contributing to an HR & Administrative team.
Essential Duties and Responsibilities:
New Hire Orientation
Manage Resume tracking and responses. Monitor daily the HR Mailbox/fax/mail for submitted resumes and timely email/mail appropriate response to applicant. Daily file resumes for Recruiting Team.
Create and maintain new hire packages in volume and put together welcome gifts.
New Hire Orientation – On the first day take photos to print and file (electronically and hard copy), collect proof of authorization to work in the
Create and issue ID Badges to employees and New Hires on Orientation Day.
Issue parking cards for 2345
Activate Kastle Keys on Internet site and obtain signed authorization form for 2345
Coordinate business card ordering: Order for New Hires to be issued on Orientation Day; order replenishment cards for existing employees, as well as orders for changes/updates to cards. Timely file copy in personnel file and in Business Card Binder. Process and code all business card invoices.
Employee Relations
Order flowers, memory boxes and other employee support items.
Coordinate Employee Events such as Administrative Support Day, Dress Down for a Cause Day, etc.
Maintain stock of and circulate cards for congratulations, retirements, births/adoptions, birthdays, sympathy, etc.
Assist with Company Events (e.g. Open Forums, Meet the Manager, Bowling Event, Holiday Party, etc.).
Records Management
Provide accurate, daily and timely filing of all personnel, invoice and subject documents while maintaining strict confidentiality.
Maintain all personnel files.
Maintain filing system, including master file for each individual project; as well as the project manager’s files and documents.
Maintain the HR & Admin bulletin boards in the
Accounting
Timely and accurately process department invoices to
Timely and accurately process expense reports; reconcile AMEX, Visa and Petty Cash reports.
Payroll
HR & Admin Timekeeper (VA, DC & MGE): maintain Attendance tracker for HR & Admin teammates, submit summaries to Payroll and file all timesheets and summaries.
VNO/CES Company-wide: track on Excel spreadsheet receipt of each department’s/properties’ timesheets and summaries.
Planning & Organizing
Schedule meetings, including reserving conference rooms, order and maintain supplies and coordinate beverage set-up/clean-up or meal delivery.
Prepare travel arrangements for the HR team.
Provide administrative support, which includes typing letters, drafting e-mails, memoranda and other correspondence with a sense of urgency focusing on shifting priorities.
HR & Admin Team Support
Provide admin support/receptionist coverage when needed.
Create miscellaneous reports as needed.
Perform special projects as assigned.
Provide telephone support; answer and screen telephone calls, record and deliver messages in a timely fashion.
Education/Experience:
High School diploma or equivalent required.
College degree preferred.
Three (3) or more years of corporate office experience. *An interest in the Human Resources function is preferred.
Technical Experience:
Clerical skills: type 50-60 wpm, record keeping, and file maintenance.
Experience in Microsoft Office Applications including Outlook, Word and Excel; advanced word processing and electronic spreadsheet/Excel skills preferred.
Facile/able to quickly learn and use company software such as BizFlow, JD Edwards and IBS.
Other Skills/Requirements:
Must be highly organized, neat and detail-oriented including, but not limited to file maintenance, systems and processes, and work area.
Multi-tasks with constantly shifting priorities. Maintains a sense of urgency on all tasks as appropriate.
Excellent interpersonal and communication skills (both verbal & written).
Proactively provides status/progress updates to HR Team.
Proven ability to engage in the process, take initiative to get the job done and “own” the task or project.
Ability to prepare draft correspondence from verbal guidance and/or notes and proofread to detect and correct grammatical and spelling errors.
Highly productive without constant supervision.
Must be reliable, dependable with excellent attendance, flexible and versatile with the ability to arrive early or stay later depending on HR business needs.
Attendance and punctuality are essential functions of this position.
Other Important Attributes:
Poised disposition and mature with a composed demeanor, professional appearance (appropriately attired), positive attitude and customer-oriented approach are priorities for this position.
Exercises good judgment and is tactful; able to discreetly handle sensitive personal and confidential personnel matters and information.
Proactive ability to keep processes moving forward and take initiative as appropriate with a high level of follow-up and follow-through.
Actively demonstrates problem solving skills.
Must be confident, friendly and capable when communicating with customers inside and outside of the company.
Works well under pressure and tight deadlines.
Other Important Demonstrated Qualities:
- Upbeat
- Friendly
- Enthusiastic
- Takes initiative
- Helpful
- Responsive
- Positive, “will do” attitude (i.e., “How may I help you?” attitude)
Job Location: Arlington, VA
Contact:
(703) 486-7577 – HR Confidential Fax or Email - vnoceshumanresources@vno.com
Benefits:
- Medical/Prescription
- Dental
- Long-Term Disability
- 401(k) Retirement Plan
- Life/AD&D Insurance
- Health Care and Dependent Care Spending Accounts
- Transit Saver Program
- Paid Leave – Vacation, Sick, Personal
- Employee Assistance Program
- Health Club Discounts
- Tuition Assistance
- Business Casual Fridays
* The Vornado/Charles E. Smith benefits identified in this posting are intended to only list certain of the benefits currently available to eligible Vornado/Charles E. Smith employees, subject to eligibility requirements, enrollment criteria and the other terms and conditions of such benefit plans and programs. The benefits listed above are described in either employer polidies and/or plan documents (as applicable) and the terms of the plan documents shall control, in the event of any conflict, with the terms of any other document. All benefit plans and programs are subject to change or rescission at the discretion of Vornado/Charles E. Smith. Employee contribution amounts to benefit costs also may be altered in the discretion of Vornado/Charles E. Smith. Nothing contained in this posting or in the granting of an interview is intended to create a contract of employment for the providing of any benefits.