Administrative Assistant - Job# 933

North County Regional•Los Angeles, CA

just now•$29 - $41

About The Position

Performs complex administrative, secretarial and clerical work for Director-level staff. This role involves managing calendars, coordinating meetings, handling purchasing and financial administration, preparing technical documents, managing vendor contracts, coordinating employee events, providing meeting support, assisting with reporting and presentations, managing confidential records, overseeing department operations, tracking projects and deadlines, and supporting special projects. The position also involves managing the Human Resources inbox and providing back-up support for other administrative staff.

Requirements

Advanced computer skills in word processing, spreadsheets and database management
English grammar, syntax and spelling
Accurate rapid typing
Customer service
Communicating complex policies and procedures
Researching, compiling and preparing reports
Work tracking
Working independently and cooperatively with a variety of in-house and community sources and representatives
Working effectively with diverse groups of people
Handle sensitive personnel, employee relations, labor relations, and organizational information with a high degree of discretion.
High school diploma or equivalent required
Two (2) years of progressively responsible administrative support experience, including at least one (1) year providing direct support within a Human Resources department or performing HR-related functions.

Nice To Haves

associate degree or higher preferred

Responsibilities

Manage the HR Director’s calendar, facilitates schedule meetings and appointments, calls and requests, coordinate agendas and materials, track follow-ups and deadlines, and assist with correspondence and presentations.
Maintain the department calendar and coordinate HR meetings, training courses, employee events, benefits fairs, and other department-wide activities. Independently composes and formats correspondence.
Prepare and track purchase orders, invoices, contracts, and purchases; reconcile HR expenditures against the department budget; research discrepancies; and maintain supporting documentation.
Prepare technical documents, such as spreadsheets and databases creating complex reports.
Maintain vendor files and agreements, track renewals and expiration dates, coordinate invoices and documentation, and alert leadership to upcoming deadlines.
Coordinate logistics for employee recognition activities, engagement events, training courses, benefits-related events, and other HR-sponsored activities.
Prepare meeting materials, take minutes/action notes as needed, maintain action-item trackers, and follow up on outstanding deliverables.
Compile routine HR information and reports and assist with materials for executive leadership, Board/committee meetings, and department presentations.
Maintain confidential HR administrative files, policies, contracts, department records, and other documentation in accordance with retention and confidentiality requirements.
Manage supplies, subscriptions/licenses, facilities and IT requests, shared calendars/resources, and other administrative needs of the HR department.
Maintain department-wide projects, deliverables, and deadline trackers and proactively follow up with responsible team members. Performs specialized administrative projects, ensure that department deadline and commitments are met.
Provide administrative and project support to the HR Director for policy and handbook implementation, audits, employee initiatives, organizational projects, and other priorities.
Manage and monitor the Human Resources inbox, ensuring inquiries and requests are reviewed, routed, and responded to accurately and professionally within established organizational timelines.
Provides back-up support for Executive Secretary and other staff.