Executive Administrative Assistant jobs in Syracuse, NY

Overview

Human Resources Administrative Assistant

Full-time, $20.00/hour, with access to our comprehensive Benefit Package

The Salvation Army, Syracuse Area Services

Overview:  The role of Administrative Assistant could be considered "traditional" but at the same time "non-traditional" since it is a dual role supporting the Executive Director along with the Human Resources Manager.  This position will provide administrative office support and project coordination.  There may be times when the AA is directed to assist a member of the Executive Leadership Team with a specific work task.  The work performed is considered highly confidential and must be held in high regard due to the nature of the work.

Our Benefit Package is outstanding and provides our employees with access to select participation from the following list:

• 13 Paid Holiday's, 14 if it is an election year, Vacation Time & 3 Personal Days
• Sick Time=1 sick day per month accrual and Attendance Bonus
• Remitted Tuition Program with Syracuse University.
• Medical, Dental (includes orthodontia ryder), Vision Insurances, and Flexible Spending Account.  Insurance cost is less than a 10% contribution of payment by our employees.
• Pension Plan and Tax deferred annuity savings account.
• Forgiveness loan=The Salvation Army is considered a qualified organization for this Federal program.
• Long-Term, Short-Term Disability Programs and Life/Supplemental Insurances
• On-site Day Care and Pre-K program with employee discount
• "Free" Parking at our covered parking lot.

Responsibilities

The essential duties and responsibilities listed below are to be considered a "high" level overview:

Human Resources:

• Assist HR Manager with the processing of confidential documents to include complaints, investigations, performance evaluations, and progressive disciplines.
• Update and maintain HR related documents, such as job descriptions and forms as needed to ensure efficient and effective processes.

• Assist the HR Manager with the posting of approved job openings to web site, job boards and social media.
• Can assist with creating advertisements for job openings and may attend local job fair events.
• Serves as point of contact with Managers to receive, audit for accuracy/compliance hiring documents.
• Assigned as back-up to HR Administrative Assistant for the processing of background screenings of newly hired and rehired employees.

Administrative:

• Create, compose, and edit technical and/or administrative correspondence and documentation utilizing MSWord, Excel, Power Point, and Adobe Illustrator.
• Establish, maintain, process, and update office files and/or other confidential documents

• Arrange meetings, conferences, schedule interviews and appointments, and perform other duties related to maintaining Leadership schedules.
• Edit and distribute email correspondence to employees on behalf of the Executive Community Director and Executive Leadership Team.
• Will serve as a back-up to provide front desk coverage for Administration Office.
• Schedule appointments and maintain Executive Directors’ calendar.
• Provide confidential and general administrative support, correspondence, reports, faxes, and E-mails.
• Prepare and distribute all routine correspondence to staff, outside contacts and headquarters.
• Attend Advisory Board meetings, prepare agendas, prepare, and distribute minutes, meeting correspondence and documents.
•  Attend Advisory Board Committee meetings as needed, prepare agendas, prepare, and distribute minutes and all related meeting correspondence and documents as needed.

Project Coordination:

• Assist in the planning and organizing of special events, meetings, and annual advisory board meetings.
• EO: responsible for the monthly coordination for Employee Orientation, “EO”.  Send invitations to New Employees, set-up of the training room, presentation materials, handouts, ordering of food, Feedback survey, and may present identified topics during orientation.
• Assist members of the Executive Team on special projects
• United Way Campaign: coordinate and distribute United Way Cards, assist HR Manager with the receipt of pledge cards, distribution to newly hired employees at NEO, presentation of the campaign at NEO and the compilation of donations utilizing the excel financial report.
• Christmas Bureau/Distribution Day: assist the Development Department with the coordination. 
• Will partner with Human Resources to assist with the coordination of the Employee Picnic, Christmas Party and Service Awards.
• Strategic Planning: serve as administrative and project coordination support to the Executive Director and Executive Leadership Team.

Qualifications

Education:

• High School Diploma or General Education Diploma (GED)
• Associates Degree or Technical School Degree in a related field minimum requirement.
• Bachelor’s degree preferred.

Administrative Office:

• Exceedingly well organized, efficient, and ability to multi-task.
• Possess a high-level of professionalism, confidentiality, and cultural competence.
• Ability to communicate with all levels of Officers, Leadership, Staff, Customers, and Stakeholders.
• Excellent command of the English language verbal and written form.
• Proficiency with grammar and proofreading.
• PC Skills: Intermediate to advanced level computer skills.
• MS Word, Excel, PowerPoint, Adobe Illustrator
• Experience working with ADP payroll processing and financial software is helpful

General:

• Valid NYS Driver License that meets the requirements of The Salvation Army's driver privilege program.

EEO: 

The Salvation Army is an Equal Opportunity Employer and committed to providing a respectful environment for all applicants and employees that is free from unlawful discrimination or harassment

based on age, race, color, religion, sex, national origin, marital status, disability, citizenship, sexual orientation, gender identity, gender expression, or any other characteristic protected by law.