Operations Administrative Assistant - Mcinnis : Job Details

McInnis Inc. is a professional staffing and HR firm based in Milford, CT, specializing in Pharmaceutical, Healthcare, Hospitality, and Municipal management. Our mission is to deliver superior talent, cutting-edge HR services, workforce management, and payroll operations for our diverse clientele. This position is onsite in Milford, CT.DESCRIPTION:We are seeking a proactive and resourceful Office Administrative Assistant to join our small, friendly team and support our leadership. The Office Administrative Assistant will play a crucial role in our daily operations, providing direct support to the President and Director of Human Resource Ops, and contributing to the success of our clients and company. RESPONSIBILITIES:As an Office Administrative Assistant, your responsibilities will include: Executive Support

• Providing direct support, managing schedules, and prioritizing conflicting needs, including managing calendars and scheduling meetings.

Communication

• Serve as the primary point of contact between the executive team, communicating with candidates, employees, and clients via phone, in-person, and virtually.
• Preparing reports, presentations, proposals, contracts, and correspondence.
• Draft employment contracts.
• Assisting in copywriting tasks, including proofreading and ensuring adherence to editorial standards.

Meeting Coordination

• Organize and monitor company events and meetings.
• Prepare agendas and materials for internal and external meetings, take meeting minutes, and follow up on action items to ensure that projects and initiatives are progressing as planned.

Office Management

• Oversee general office operations, including supply management, equipment maintenance, and vendor relations to create an efficient work environment.
• Coordinate with vendors for office supplies and maintenance services.
• Ensure the reception area is maintained and welcoming, and greet visitors.

Project Management:

• Assist in the planning and execution of both internal and client-focused special projects, ensuring timelines and objectives are met.
• Supporting employee onboarding, including background checks, reference checks, and new hire communication.
• Assist HR, Finance, IT, and Recruiting teams with client contracts, job descriptions, resume distribution, and interview scheduling.

Data Management

• Maintaining up-to-date documents and forms in the onboarding system.
• Managing data entry and maintenance in ATS and HRIS systems.
• Maintain and organize both physical and digital files.

Event Planning

• Organize company events, team-building activities, and executive meetings to enhance workplace culture and team engagement

Confidentiality

• Handle sensitive information with discretion, ensuring privacy and compliance with all company policies.

REQUIREMENTS: To be successful as an Office Administrative Assistant, you should meet the following requirements:

• 5 years of office administration experience.
• Strong organizational and communication skills.
• Ability to maintain high standards and confidentiality, even under pressure.
• Proficiency in MS Word, Excel, PowerPoint, and Outlook.
• Experience with ATS and HRIS systems is a plus.
• Bachelor's Degree and bilingual in Spanish preferred but not required.
• Must be able to travel within New Haven and Fairfield Counties.

BENEFITS

• Comprehensive Health, Dental, & Vision
• Paid Time Off
• Sick time
• Holidays
• Life Insurance
• 401k Contributions
• Charity Matching

Schedule:

• Monday to Friday

Work Location: On-site in Milford, CT Note: Applicants must be able to commute or relocate to Milford, CT. Pre-employment Background Check, Drug screen, and references are required.IND125