Administrative Assistant

FOX WORLD TRAVEL INC • Oshkosh, WI

51d • Onsite

About The Position

The Administrative Assistant provides day-to-day administrative support while also helping foster a positive, connected workplace culture. This role supports office operations and communication and, as a member of the Human Resources team, plays an active role in planning and supporting associate engagement initiatives, events, and internal activities. This position will provide a high level of customer service to all corporate office visitors, associates, applicants, and other internal and external constituents while reflecting the business objectives and culture of the organization.

Requirements

• High school diploma and 2-4 years of related experience and/or training or equivalent combination of education and experience.
• Prior experience with an HRIS database.
• Ability to manage multiple competing priorities while demonstrating ability to remain flexible in a changing work environment.
• Ability to adhere to and meet deadlines.
• Well-developed team skills and unquestioned integrity; ability to maintain a high degree of confidentiality of sensitive information.
• Strong knowledge and demonstrated proficiency of all Microsoft Office applications. (SharePoint a plus)
• Ability to work flexible hours within scheduled shift (weekdays, 8 am – 5:30 pm CST).
• Ability to communicate with confidence and create a credible impression.
• Ability to demonstrate a professional and mature demeanor, working in a patient and positive manner with internal and external contacts.
• Effective listening skills with ability to determine root cause quickly, check for shared understanding, and address misunderstandings promptly.
• Self-motivation, demonstrating initiative with a strong commitment to personal goals, objectives, and work ethic.
• Strong organizational skills.

Nice To Haves

• PHR/aPHR, SHRM-CP, or CAP.

Responsibilities

• Coordinating corporate reception operations:
• Champion a welcoming and professional front desk experience for associates and guests.
• Welcome on-site visitors, determine nature of business, ensure all visitors sign in upon entry and out upon exit, issue security badge and announce visitors to appropriate contact.
• Receive the public and answer questions, in person and by telephone; respond to inquiries from associates and visitors and refer, when necessary, to the appropriate person or department.
• Prepare outgoing mail (inclusive of mass mailings); sort and distribute incoming mail. Provide shipping assistance for the corporate office.
• Sign for and distribute FedEx, etc. deliveries daily.
• Order office supplies and reconcile invoices.
• Manage phone calls and voicemails for the corporate office.
• Ensure conference rooms are clean, organized, and stocked with appropriate supplies.
• Providing meeting/training/project support by reserving appropriate meeting space, distributing attendee documentation, ensuring AV needs are met, assisting with meeting logistics, and assisting with catering orders when necessary.
• Acting as the main point of contact for cleaning and vending machine vendors for all Wisconsin-based locations.
• Assisting leadership in communicating with corporate headquarters facility maintenance personnel.
• Ensuring all Wisconsin-based locations have emergency action plans on file, and partnering with location leads on changes and communication plans.
• Assisting with the administration of associate recognition programs and other associate engagement programs/initiatives that support Fox’s people-first culture. This may include promoting special days, organizing key events, coordinating raffles, sending engaging communications, and coordination of all life event & recognition celebrations and acknowledgements.
• Maintaining inventory for recognition items. Ordering supplies and preparing new hire welcome packages as needed.
• Managing required labor law posters, ensuring compliance with all federal, state, and local laws.
• Partnering with HR and Marketing teams on associate (bi-monthly) and wellness (monthly) newsletters.
• Completing all reporting required by the Bureau of Labor Statistics, ensuring submission by deadline dates.
• Partnering with HR team to prepare monthly reports including, but not limited to, turnover, mobility, headcount, benefits utilization, and associate locations.
• Assisting HR team with maintaining documentation within HRIS.
• Partnering with HR team to keep HR Hub SharePoint site up-to-date.
• Completing verifications of employment as needed.
• Maintaining accurate records for Fox World Travel’s IATA (International Air Transport Association) account.
• Managing business card, nameplate, and nametag ordering process for the organization.
• Providing support to Talent Acquisition when needed for pre-employment activities, including but not limited to interview scheduling with both external candidates and internal stakeholders, advertising with social media, and customizing interview guides.
• Providing other administrative support as requested (e.g. assisting leadership with expense reports, meeting scheduling and planning, and special projects)
• Working closely with the HR team to enhance knowledge and understanding of Fox’s mission, vision and values and illustrating through everyday communications and actions.
• Maintaining a favorable and collaborative working relationship with co-workers in all departments to foster an environment of trust and mutual respect. Driving standards and best practices whenever possible and effectively fostering a culture of engagement.
• Enhancing the organization’s reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.
• Being innovative and recommending new approaches, policies, and procedures to effect continual improvements in efficiency of operations and services performed.
• Other duties, projects and alternate assignments as determined by business need.

Benefits

• competitive wages
• flexible time off (vacation, sick, personal)
• FAM Adventure Bucks to help you explore the world
• a full benefit package including medical, dental, vision, long-term disability, company-sponsored life insurance and short-term disability
• tuition reimbursement
• 401(k) contributions
• a fully engaged leadership team dedicated to treating associates as part of the Fox Family!

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED