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:
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