Administrative Team, Assistant
About The Position
The Commonwealth Fund, established in 1918, aims to enhance the common good by promoting a high-performing health care system that achieves better access, improved quality, and greater efficiency, especially for vulnerable populations. The organization supports independent research and makes grants to improve health care practice and policy. The Fund is committed to racial equity, diversity, and inclusion, valuing the diverse backgrounds and experiences of its staff. They seek talented, empathetic, and supportive team players who are ready to create impactful change. The Administrative Team Assistant provides high-level and confidential administrative support to the human resources team and other areas of administration and operational functions of the organization. This role reports to the Fund’s Vice President, Administration.
Requirements
- Minimum of two (2) years related experience.
- A combination of education and/or experience equivalent to a bachelor's degree.
- Strong technology skills; able to quickly learn and operate various software, apps and programs.
- Must have strong Microsoft Office skills.
- An elevated level of competence with PowerPoint and Excel is essential.
- Self-motivated and highly organized with excellent project management skills.
- Effective communicator who can build trusted relationships and work effectively with individuals at all professional levels with the organization.
- Ability to work independently as well as collaboratively as part of a multidisciplinary team.
- Functions well with minimal supervision and delivers quality outcomes under pressure and deadlines.
- Intellectually curious and applies learnings to work.
- Self-aware professional who conveys a reliably calm demeanor, handling confidential information with discretion and sound judgement.
- A talent for providing outstanding customer service and a good sense of humor.
- Strong communicator with excellent written and verbal skills.
Nice To Haves
- Experience in human resources and performance management systems is strongly preferred.
Responsibilities
- Provides quality administrative assistant support to the VP, Administration which includes scheduling appointments, telephone, and travel; managing a year-round schedule of internal and external meetings, arranging travel plans, fielding telephone calls and other inquiries; maintaining accurate calendars and appointment schedules, and anticipating and coordinating all briefing materials for VP.
- Supports the VP Administration with general business operations, including providing support in the annual updates of the business continuity plan, tracking regulatory requirements, ensuring business insurances are paid timely and other requests as directed by the VP, Administration.
- Documents and correspondence management - responsible for understanding and managing large flow of documents within the HR team and other key areas of the administrative team.
- Budgeting and expense reconciliation; reconcile VP's Amex expenses. Assist with the annual budgeting process and the management of large sets of sensitive employee data.
- Assists HR Specialist with full cycle HR responsibilities including recruitment efforts, onboarding, and terminations, open enrollment, handling scheduling, enrollment collection and employee reminders, payroll, managing inquiries from current and retired employees; and billing.
- Supports the HR team with administrative responsibilities including maintaining HR files for active and inactive employees; assisting with preparation for meetings, and providing support for annual audits, planning, and assisting with other special projects.
- Tracks and manages professional development, staff training and opportunities; develop and oversee an internal mentorship program.
- Support the annual performance appraisal process; train employees in Lattice performance management software tool.
- Provides support to other administrative team members including Manager, Office and Building Services, IT, building management, and office of the COO, as requested.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
