Administrative Assistant - HR Operations

Job Description

Our company's  HR Operations team is seeking a highly organized, proactive, and experienced Administrative Assistant to provide comprehensive support 3 leaders in HR Operations.  As the Sr. Associate, Administrative Services, you will play a crucial role in ensuring the smooth functioning of HR operations by providing efficient administrative support to senior executives and the broader HR department.  This position requires exceptional organizational skills, attention to detail, and the ability to handle sensitive information with the utmost confidentiality.  Additionally, you will partner closely with the other Administrative Assistant currently supporting the function as well as other Administrative Assistants across HR. The individual selected must have the ability to prioritize and complete deliverables across various stakeholders, have strong verbal and written communication skills, ability to work both independently and collaboratively, be comfortable with multi-tasking on diverse responsibilities, be flexible, and able to work in a fast paced, deadline-driven environment. 

Responsibilities:

• Manage complex calendars, schedule appointments and coordinate meetings for HR Operations

• Arrange domestic and international travel arrangements including flights, accommodations, and transportation logistics

• Prepare and organize documents, presentations and reports ensuring accuracy and adherence to company standards

• Handle phone calls, emails and inquiries providing timely and professional responses

• Support expense reporting for band 600 leaders

• Support the coordination and logistics for large complex meetings

• Support the creation of purchase orders and ongoing management in the appropriate systems and tools to ensure payments to vendors

• Support the recruitment process by coordinating interviews and facilitating new employee onboarding

• Establish and coordinate large virtual meetings for major HR projects and programs

• Handle sensitive and confidential information with the utmost discretion and professionalism

• Serve as Workday Training Coordinator and Administrator for Workday Community

• Handle point assignments and special projects as assigned throughout the year, supporting the HR Portfolio and HR Operations priorities

Education:

• Required:  High School Diploma or equivalent

• Preferred:  Advanced education or certifications (e.g., associate degree, Certified Administrative Professional, Project Management Professional Certification, Professional in Human Resources Certification)

Requirements

• 8 years of experience as an administrative assistant or in a similar role, preferably within an HR or pharmaceutical setting

• Strong organizational skills and attention to detail, with the ability to prioritize and multitask effectively

• Communicate at a level to effectively interact with our Company's executives and internal/external clients to maintain workflow

• Proficiency in Microsoft Office Suite, as well as MS Teams

• Excellent interpersonal skills, with the ability to build relationships and work collaboratively

• Detail oriented and strong, independent problem-solving skills

• Ability to coordinate and perform tasks while understanding project principles and technical skills related to work assignments 

• Knowledge of HR processes and operations is preferred

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