Administrative Assistant

Full-Time, On-Site role in Human Resources (not eligible for hybrid or remote work). Working hours: 8:30 am–5:30 pm.

About the role

Our ideal candidate is a highly organized, detail-oriented, effective communicator who thrives in a fast-paced environment. They are a problem-solver and relationship builder, with a can-do attitude and a strong desire to learn and grow.

The Administrative Assistant maintains an efficient office environment through a variety of organizational tasks, manages all supply vendor relationships, processes and reconciles invoices, and makes payments for all supply accounts. This role works directly with the HR/Admin team under the supervision of the Assistant HR Manager and collaborates with all employees and departments as needed.

Responsibilities

• Direct all incoming calls, messages, and faxes to the appropriate employee.
• Supervise all incoming and outgoing company mail (UPS, FedEx, DHL, USPS, etc.), tracking and delivering to the proper team.
• Serve as the primary contact for updates and management of the employee contact list, Call Tree, and Org. Chart; administer Call Tree tests semiannually.
• Communicate organizational updates via JIRA, HRCM, and Confluence to Marketing, PM, Admin, and HR teams.
• Serve as point of contact for all staff needs, providing high-level customer service and supporting ad-hoc departmental projects.
• Order office supplies for onsite and virtual employees, monitor stock, and ensure common spaces (reception, kitchen, printing areas, pantry, and supply closets) are stocked and organized.
• Support employees by ordering notary supplies and maintaining records of notaries at GlobeTax.
• Reconcile invoices against order history, verify charges, and process payments; record charges in AmEx spreadsheet and document monthly expenses in the HR budget.
• Manage all incoming visitors, liaise with stakeholders, and coordinate refreshments for client meetings.
• Audit FedEx invoices for validity, compile and report monthly billing charges to relevant employees.
• Catalog and verify outgoing and incoming payments for Finance/OPS when requested.
• Proactively recognize and troubleshoot facilities-related issues.
• Serve as point person for onsite maintenance vendors, ensuring COIs are obtained, Network team members are available, and security protocols are followed.
• Act as liaison between GlobeTax and building management, providing tenant information and scheduling maintenance via Angus.
• Assist the HR team with birthday and anniversary recognition, event planning, and communications.
• Support research and planning of annual GlobeTax initiatives, such as Giving Back Week and Wellness Week.
• Assist with intern and temporary employee hiring and post-hire timesheet review.
• Coordinate and complete employee pre-onboarding and onboarding, including org. chart updates, phone extension lists, new hire desk setup, office tours, and ID badge/building access card creation.

Requirements

• 1–3 years of corporate admin experience.
• Excellent verbal and written communication skills.
• Associate’s degree required; Bachelor’s degree preferred.
• Upbeat personality and strong presentation skills.
• Professional interpersonal etiquette.
• Ability to manage heavy call volume and communicate clearly on the telephone.
• Strong organizational, multitasking, and prioritization skills.
• Works well independently and within a group.
• Reliable, hardworking, and committed to providing top-tier client service.
• Excellent computer proficiency, particularly in MS Office (Word, Excel, and Outlook).
• Ability to maintain regular, punctual attendance.

About us

GlobeTax is the leading provider of withholding tax recovery solutions for financial institutions and their clients worldwide. We pride ourselves on cultivating subject matter expertise, pioneering innovative solutions, and maintaining industry leadership to achieve our vision that “No Investor Overpays Withholding Tax.”

Training

All new hires receive rigorous training covering the services industry, GlobeTax’s product offerings, and departmental responsibilities. After onboarding, employees are offered frequent opportunities for training and education to foster continued career growth.

Company culture

In our recent Employee Satisfaction Survey, employees reported “Company Culture” as their favorite part of life at GlobeTax. Past events include boat cruises, softball games, bowling nights, trivia nights, and happy hours.

During “GlobeTax Gives Back” week, employees volunteer during work hours at a charity of their choice. Philanthropic opportunities are also organized regularly. GlobeTax promotes health and wellness through annual initiatives, company softball tournaments, and more.

Benefits

GlobeTax offers a comprehensive Benefits Program, including:

• Medical, dental, and vision coverage.
• 401k with company match.
• Commuter savings.
• Paid days off and sick days.

Pay

The starting salary range for this role is $65,000 – $72,000.

Accommodations

The role requires moving or lifting items under 30 pounds, sitting for extended periods, and the ability to speak and hear. Specific vision abilities include close vision for data entry. Reasonable accommodations may be made to ensure individuals with disabilities can perform essential functions.