Administrative Assistant - HR & Events

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Job Title: Administrative Assistant - HR & Events

Department: Human Resources

Location:
Office Name: Seaboard Marine - Medley
Address: 8001 NW 79th Ave
City: Medley-FL
Postal Code: 33166
Country: US

Description:

Starting rate: $17 per hour

Long-term employment with opportunities for growth

 

We offer excellent benefits from day one, including:

  • 401(K) Retirement Saving Plan
  • Health, Dental and Vision insurance
  • Life insurance
  • Paid holidays
  • Paid time off
  • Other benefits

 

POSITION SUMMARY:                  

This position is responsible for performing administrative functions that provide support to the Human Resources Department.  Will also aid other departments as assigned with general office functions. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

GEOGRAPHIC REGION:

Please note applications out of the geographic region for position applied will not be considered.

 

QUALIFICATIONS:

Required

  • Bilingual (English/Spanish).  Thorough knowledge of business English and Spanish, including proper spelling and punctuation.
  • Basic skills in programs such as MS Word, Excel and Outlook. Ability to improve skills on the job.
  • Creativity and high-energy required to plan events and decorate office spaces and general spaces both indoors and outdoors.
  • Exceptional attention to detail and first class organizational skills.
  • Ability to work extended hours, holidays, and/or weekends as needed.
  • Must thrive in a challenging and fast paced atmosphere where prioritizing and multi-tasking are the norm.
  • Ability to meet and display a positive demeanor with the customers, executives and the general public. Well-developed interpersonal skills. 
  • Skill in composition and preparation of correspondence, reports, minutes and other written materials with accuracy and reasonable speed.
  • Ability to perform and prioritize a variety of administrative assignments with minimal supervision.

 

DUTIES AND RESPONSIBILITIES:

Primary

  • Assist with coordination of fundraising events, employee motivational events, and recognition/anniversary events. Assist special events team in preparing and managing RSVP list. Enthusiastically communicates, verbally and in writing, with all personnel via face to face and via Company communication platforms
  • Perform Stay and Exit Interviews of the Company’s employees. Solicit feedback in a positive and constructive manner.
  • Inform employees on the Company’s benefits plans.
  • Assist Employee Relations team members with policy distribution and collection, performing unemployment compensation claims responses, and other HR matters.
  • Prepares reports requested by the department manager, where information may be obtained from a variety of sources.
  • Creates and maintains departmental e-filing system, including scanning. Type letters and memoranda with supervisor’s guidance.  Proofreads documents for grammar edits, obtains necessary signatures and routes appropriately.
  • Receives and screens all office visitors for department management.

Secondary

  • Provide coverage in other departments, including reception and Executives, as needed.
  • Perform additional duties as assigned.

 

PHYSICAL REQUIREMENTS:

  • While performing the duties of this job, the employee is regularly required to sit and use his/her fingers. 
  • The employee frequently is required to talk and/or hear. 
  • The employee is continuously required to sit.
  • The employee is occasionally required to stand and walk for prolonged periods (i.e. events). 
  • The employee must be able to climb ladders and bend/kneel down intermittently.
  • The employee must occasionally lift and/or move up to 10 pounds. 
  • Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

 

SAFETY REQUIREMENTS:

  • Report safety hazards
  • Immediately report incidents involving injury, illness, or property damage
  • Wear protective PPE (Personal Protective Equipment) as instructed or necessary
  • Comply with all company safety policies, procedures, and rules
  • Refuse any unsafe task or operation
  • Participate in safety meetings and training
  • Be constantly aware of their personal safety and that of their coworkers

 

SUPERVISION RECEIVED AND EXERCISED:

Reports directly to Employee Relations Specialist/Supervisor and indirectly to HR Management. May provide assistance to other employees within the department in the performance of clerical duties.  Does not exercise supervision over any position.

 

CONDITIONS:

  • Indoors office, controlled temperature environment.
  • The noise level in the work environment is usually busy due to open areas and telephones.

 

DISCLAIMER:

  • The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. 
  • The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change
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