Administrative Assistant

Company: HR Green
Location: Austin
Posted on: May 26, 2023

Job Description:

Join our team! Our mission is BUILDING COMMUNITIES. IMPROVING LIVES. For over 100 years, HR Green has done exactly that, serving as a trusted partner to our Colleagues, our clients, and our communities. Each day, we work to find solutions that inspire our employees and fit our clients' needs to build trust to exceed our clients' expectations. We're proud to be ranked No.162 on Engineering News-Record's Top 500 Design Firms list in 2022, jumping up the list by 26 positions from 2021's ranking. In 2021, we have also been awarded as a Best Place to Work!
SUMMARY
The Administrative Assistant is responsible for providing support across multiple business lines, supporting assigned personnel and typically involves working with company sensitive, confidential and/or proprietary information with discretion. This position is based primarily in our South Austin office, but will require regular visits to our North Austin office as well.
Must possess the ability to resolve issues and/or assignments that demonstrate initiative, diplomacy, and judgment in their handling. Must be willing to reach out with questions to complete tasks efficiently, timely, and often using past examples as a start. You will report to a Group Manager and receive day-to-day guidance from colleagues at all levels of the organization toward the fulfillment of the role. Excellent organization and time management skills are essential.
What will you be doing?
Assisting with site management needs, which vary for each location based on office size and staffing capacity, but will include
--- Answer all incoming telephone calls, greet business visitors, and handle incoming and outgoing mail, packages, and courier deliveries.
--- Reserve and prepare conference rooms for meetings, secure Wi-Fi guest passwords, set up equipment and technology needs, arrange tables, coordinate catering and cleanup.
--- Maintain cleanliness in all common areas throughout the day, including the lobby, conference rooms, workroom, and kitchen.
--- Maintain inventory and order office and kitchen supplies, coordinate with vendors, and assist Office Manager and Site Leaders in maintaining office safety, culture, and physical sites.
--- Assist various social committees with event planning, research, purchasing, and offsite setup and coordination.
--- Assist Project Coordinator to provide deliverables to clients and colleagues across multiple business lines. This may include proofreading, scanning, printing, binding, typing, and preparing reports.
--- Assist colleagues with miscellaneous support including but not limited to: new hire orientation, licensing renewals, scheduling meetings and preparing agendas, travel arrangements, and general office, departmental and/or company process questions.
--- Make occasional trips to local municipalities for pickup or delivery of project-related documents or other general office errands, requiring the use of a company vehicle.
--- Make regular trips to our Austin North office to check supplies and perform regular common area tasks.
--- Work cooperatively with Admin, IT, Marketing, Human Resources, and Accounting departments as necessary.
--- Organize and prioritize multiple projects and tasks simultaneously with minimal supervision.
--- Strong command of grammar and punctuation while editing documents such as letters, memos, meeting minutes and spreadsheets to ensure composition, contextual accuracy, and layout.
What are we looking for?
--- Minimum 5 years of prior administrative experience is required.
--- Strong proficiency using Word, Excel, PowerPoint, One Note, PDF, and Outlook Calendars. Quick to pick up on new technology and willing to learn programs specific to our company.
Why join HR Green?
Not only does HR Green provide you with a place to grow, thrive, and enjoy your work, but we are also dedicated to delivering a comprehensive and multi-faceted benefits package. Visit our website for detailed total rewards information. https://www.hrgreen.com/careers/benefits/
HR Green is proud to be an affirmative action/ equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or other classification protected by applicable federal, state or local law.

Keywords: HR Green, Austin , Administrative Assistant, Administration, Clerical , Austin, Texas