Administrative Assistant

Baldwin Richardson Foods•Eastvale, CA

16h•Onsite

About The Position

The Administrative Assistant is a highly visible position which serves as the primary interface between BRF and the public at the plant. They are responsible for a positive, friendly, and courteous interaction with customers, visitors, and employees by assisting customers and visitors, answering basic organizational and HR-related questions for employees. The role provides calendar management to leaders of the facility, as well as scheduling support for our Employee Experience team. They independently manage multiple tasks and projects with competing priorities and deadlines; must function efficiently and effectively in a fast-paced environment.

Requirements

HS Diploma required
A minimum of three (3) years of experience in an administrative support position
Experience managing confidential documentation appropriately and understand the necessity of being discreet.
Reception experience, organization meeting, scheduling, and preparing for visitors, and managing calendars in Outlook.
Some portion of experience must have been supporting leadership level individuals.
Ability to work autonomously to complete tasks by assigned due date and with a high degree of accuracy.
Able to bring a level of critical thinking and independence to problem solving, relying on available information, past experiences and process documentation.
Work effectively and professionally with all levels of management and staff, as well as external groups.
Intermediate Microsoft Office Suite skills to include Outlook, Excel, Word & PowerPoint

Nice To Haves

Associate degree in business, secretarial science, human resources or related discipline preferred.

Responsibilities

Serve as the main point of contact for HR related questions. Triages employee questions and provides additional contact information as needed.
Responsible for coordination of administrative activities to ensure timely flow of information to and from internal staff at multiple levels. Will perform, coordinate and oversee office administrative duties while providing more support to key executives.
Greet visitors in a friendly and professional manner; determine their needs, record their Visitor Policy and Agreement, create badge, notify the person(s) being visited.
General office administration tasks such as order lunches, vendor management, filing, and ordering office supplies.
Answer main phone line to direct calls, answer questions about the organization, and provide callers with address, directions, and other information.
Assist with managing calendars for leaders including coordinating and scheduling meetings, conference calls, travel, and visitors. Travel is managed through AMEX Concur and this role is a backup (to Office Manager) travel coordinator for the organization.
Provide support to Employee Experience team with coordinating and scheduling events and training. Assist with administering employee recognition programs and employee engagement events.
Coordinate all mail activities to include: the receiving, sorting, and routing of USPS mail, UPS and FedEx, and overnight packages; maintenance of the postage meter and postage supplies. Reconcile monthly invoices for shipping vendors.
Assist with travel coordination for candidates, employees and onsite visitors including agendas, and communications.
Offer a continuous improvement attitude by identifying more efficient and effective ways of performing daily work.
Working with Facilities to coordinate facility activities including management of offices and cubicles and any required moves, construction, and cleaning activities.
Acts as backup to other HR administrative assistants and Executive Assistants as needed.