Work schedule: 5 days in-office
Responsible for all administrative duties for the human resources department, which includes maintaining employee records, onsite file cabinets and office organization, assisting with generating documents for staff when needed, coordinating various onsite activities and events and providing administrative support to the CHRO. Works closely with all members of the HR team to support these activities. Includes but is not limited to:
- Support to CHRO
- Answer phone calls, schedule meetings when asked and coordinate details such as varied availability, catering needs, guest registration, conference rooms, and video connectivity if applicable. Awareness to interrupt CHRO when needed for priority inquiries from C suite and business leaders.
- Travel and restaurant arrangements
- Submits reimbursement requests
- Following approval, provide signature of CHRO on legal documents, secondment agreements, etc.
- Enter HR staff time off into calendar
- Ensure HR staff birthdays are in calendar
- Ad hoc administrative tasks
- Administrative Support for HR Department
- Procurement of items needed for staff members (e.g., bereavement flowers, baby gifts, etc.)
- Advise HR staff as needed on travel arrangements
- Ensures the HR area is tidy and clutter free at all times
- Maintains employees' records; works to ensure proper on-site storage of records, when required as well as overseeing the scanning and storing of digital versions of all documents.
- Responsible for consistent organization of all on site file cabinets and storage spaces
- HR Candidate arrangements – for candidates that come onsite to interview, make arrangements with departments, building registration, etc.
- Responsible for posting notices on-site in HR department, periodically reviewing and removing outdated notices
- Maintains department office supply inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies.
- Maintains seating chart for HR department in iOffice
- Update various administrative forms needed for the department as needed
- Facilitates the onboarding and proper day 1 setup of HR hires, ensuring setup with systems, equipment seating
Skills:
- Event Coordination Support
- Acts as an on-site event coordinator by facilitating day-of setup for events where support is needed (e.g. take your child to work, department lunches, etc.). This includes coordination of food orders, delivery, room reservations, ensuring day-of coordination and setup with facilities and IT teams and whatever else is required to ensure smooth events.
- Invoice Processing and Support
- Process invoices and Purchase Orders for CHRO, DEI and COO team, maintains tracking spreadsheet
- Manages the legal invoice process for HR department, ensures matters are submitted, routed appropriately and chases individuals who are pending approval.
- Coordinate onboarding of new vendors and tracking of payments. Manage and reconcile P-card transactions
- DEI Activities
- Assist to onboard new vendors and track payments. Manage and reconcile P-card transactions with Genesys Works Intern.
- Following approval, broadcast branded ERG and DEI emails
- Ad hoc maintain ERG membership directories and registrations
- Assist with the maintenance of the DEI and ERG intranet pages
- Assist with ERG and DEI calendar invites for the DEI team
- Assist with the tracking of ERG participation in events
- Assist with event planning logistics as needed, such as room reservations, submit AV and digital and print requests, direct food and beverage orders and deliveries
