Administrative Assistant

dbHMS • Chicago, IL

6d

About The Position

The Administrative Assistant provides administrative, recruitment, onboarding, and office management support to the Human Resources team and broader organization. This role assists with interview coordination, onboarding activities, employee record maintenance, policy updates, office operations, and workplace logistics. The ideal candidate is highly organized, detail-oriented, customer-service focused, and comfortable communicating with employees, candidates, vendors, and external partners. The successful candidate will demonstrate strong multitasking abilities, professionalism, and a commitment to maintaining an efficient and welcoming workplace environment.

Requirements

• 0 – 2 years of professional experience.
• Proficient with technology and capable learning and applying new software.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong organizational and time management skills.
• Ability to maintain confidentiality and handle sensitive information.

Nice To Haves

• Associate's or Bachelor's degree in Business Administration, Office Administration, Human Resources, Organizational Leadership, Communications, or a related field.
• Experience with Paycor’s Applicant Tracking System (ATS).
• Familiarity with the AEC industry.

Responsibilities

• Maintain and update the Applicant Tracking System (ATS).
• Schedule interviews and coordinate communication between candidates and interviewers throughout the hiring process.
• Provide timely candidate status updates to hiring teams.
• Verify and document candidate professional references.
• Support the Recruitment Coordinator with the planning and execution of recruitment activities, job fairs, and hiring events.
• Assist with the coordination and scheduling of new hire onboarding activities.
• Assist with the development and implementation of onboarding processes and procedures.
• Track and maintain employee annual review schedules.
• Track and maintain new hire onboarding materials, equipment, and inventory records.
• Assist with updating and enforcing the employee handbook, HR policies, and procedures as needed.
• Maintain accurate and confidential employee records and documentation.
• Manage day-to-day office operations and maintenance needs to ensure a professional, organized, and functional workplace.
• Receive, distribute, and track incoming packages and deliveries.
• Monitor and order office, kitchen, and workplace supplies to maintain appropriate inventory levels.
• Coordinate seasonal office decorating, support employee engagement programs, recognition activities, and office culture initiatives.
• Manage employee and visitor building access, including syncing and assigning key fobs for office suite access.
• Coordinate catering and logistics for company meetings, employee events, and training sessions.
• Assist with departmental projects and special assignments as needed.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree