Administrative Asstistant

Position Summary

The Administrative Assistant is responsible for all administrative tasks and coordination of projects supporting the Human Resources team. This role involves preparing and analyzing reports, maintaining data accuracy, and ensuring timely submission of reports to the Director. Also, working closely with various departments as well as Primecare sister companies to ensure efficient Human Resources practices.

Essential Duties

• Data Analyst
• Analyze reports to identify trends, patterns, and areas for improvement, and present findings to the Director.
• Develop and maintain an efficient reporting system to track key performance indicators and provide accurate data for decision-making.
• Ensure the accuracy, completeness, and consistency of data in reports, adhering to established quality standards.
• Utilize data analysis tools and software to generate meaningful insights and visualize data for reporting purposes.
• Maintains databases and spreadsheets. Auditing data requested by the Director.
• Communicate report updates, changes, and deadlines to the Director.
• Administrative and Communication
• Handle correspondence, memos, and other documents, ensuring accuracy and confidentiality.
• Cook up and organize meetings, including preparing agendas, taking minutes, and distributing meeting materials.
• Draft and proofread correspondence, reports, and other documents.
• Work in close partnership with other Administrative Assistants. Provide a bridge for smooth communication between the HR team and internal departments, demonstrating leadership to maintain confidentiality, trust, and support.
• Research, prioritize and follow up on incoming issues / concerns / topics.
• Guide Directors, Leads and employees to the appropriate source for queries and requests (including our intranet).
• Actively pursue knowledge of the business; business practices, policies, organizational structure, roles, and responsibilities to better understand the business and leverage the understanding in your work.
• Cook up and organize HR events, workshops, training sessions, team building, lunches, volunteer initiatives, etc.
• Arrange travel itinerary and accommodation for the HR.
• Serve as the primary point of contact for internal and external inquiries directed at the HR Director.
• Document Management
• Maintain and organize confidential HR files, ensuring accuracy and compliance with company policies.
• Aid in the preparation and distribution of HR-related documents.
• Event Planning and Management
• Develop and implement a comprehensive calendar of engaging events and activities, including team-building exercises, social gatherings, wellness programs, and recognition ceremonies.
• Manage business programs/meetings/events, consulting with business partners on meeting requirements, leading project planning, managing budgets, sourcing event venues, handling contract management, coordinating travel with travel management vendors, and overseeing registration website and mobile app development.
• Ensure events are inclusive, accessible, and aligned with the organization's values and objectives.
• Create New Hire packet.
• Content Creation
• Create the content for Primecare Pulse and distribute the newsletter monthly.
• Manage and execute the Elevating Excellence Together series.
• Ad hoc Projects
• Undertake special projects as assigned by the HR Director, demonstrating flexibility and a willingness to take on new challenges.

Qualifications

• Exceptional organizational skills, attention to detail, and proficiency in data analysis tools are essential for this position.