Administrative Assistant
Coon Rapids , Minnesota
October 17, 2017

A large well-known organization located in the nortwestern metro is currently looking for an Executive Assistant to add to their growing HR team. This is a temporary-to-hire opportunity and they would love for someone to start as soon as possible. • Responsibilities for the primary contact for the Northwest Regional President and Northwest Regional office: o Coordinate regional conference calls – quarterly CEO calls o Maintain boardroom and training room calendars o Pay regional invoices: cell phone orders, billing, etc. o Handle travel issues for Regional staff o Meeting set ups for Regional managers, lunch, rooms, etc o Take care of capital assets – laptops, printers, other office equipment o Take care of regional office supply needs filing o Shipping (fedex, etc.) o Copier/printer coordination, contracts o Contact in the Northwest Region for the current payroll system. ? Payroll/Benefits related responsibilities include creating the Rapid Pay file on a weekly basis, processing special payment/deductions, assisting managers with timecard adjustments/corrections/schedule changes, helping managers process change forms in the system, working with HR Operations on processing forms that cannot be done electronically, fielding questions and conducting research/resolution implementation related to pay and benefits issues, and generating reports. o Manage the paperwork for Tuition Reimbursement for the Northwest Region. o Be the primary point of contact for Medtox for the Northwest Region including scheduling drug screens for the Minneapolis- Coon Rapids facility. • Administrative responsibilities of the Regional Recruiting needs: o Assisting management with phone screens as necessary o Scheduling interviews (including virtual interviews) o Preparing documents for interviews and applicant tracking in Peoplefluent (applicant tracking system) o Fielding follow up calls from applicants o Assisting in the generation of ads, organizing logistics for job fairs/interviews o Conducting new hire orientation. • Administrative responsibilities of the Regional Academy Program needs: o Managing apartments, arranging travel for candidates o Coordinate the travel plans for all face to face interviews including flights, transportation and hotels if needed. The Ghost American Express is to only be used for making travel plans for Academy candidates. o Send the follow up formal written offer to the candidate following the Academy Manager's verbal offer. o Coordinate the necessary pre-hire paper work, roommate surveys, and relocation plans with the new Academy hire. o Review with the Academy Manager all roommate choices and placement in the apartments prior to notifying the Academy new hires. • Assignment of a wide variety of diverse administrative general office functions such as filing, answering phones, screening visitors, and organization of information. • Variety of creating and running yearly, quarterly and monthly, reports: HR Headcount report and Regional HR Dashboard report. • Other projects and duties as required for the Academy, Customer Service Center, Human Resources and other regional staff

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