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Admin Assistant

Intellibus

Intellibus

Administration
Posted on Monday, April 15, 2024

Job Description

Imagine working at Intellibus which impact billions of lives around the world. With your passion and focus we will accomplish great things together!

We are looking forward to you joining our HR/Admin team as an HR/Admin Assistant to support our human resources/Admin department in various administrative tasks and functions. This remote position requires excellent organizational skills, attention to detail, and the ability to maintain confidentiality. HR/Admin Assistant will be crucial in assisting with recruitment, employee onboarding, record-keeping, and other HR-related activities.

Responsibilities:

Employee Onboarding:

  • Prepare new hire paperwork, including employment contracts and onboarding forms.
  • Coordinate orientation sessions for new employees and ensure a smooth onboarding experience. Assist in setting up new employee accounts and access to company systems.

HR Administration:

  • Maintain and update employee records and HR databases with accurate information.
  • Process employee documentation related to hiring, promotions, transfers, and terminations.
  • Respond to employee inquiries regarding HR policies, benefits, and other related matters.

Payroll Support: Collaborate with the payroll department to ensure accurate processing of employee payroll. Assist in verifying timesheets, tracking attendance, and resolving payroll discrepancies.

Compliance and Reporting: Assist in ensuring compliance with employment laws and regulations. Prepare HR-related reports and documentation as needed for audits and compliance purposes.

Special Projects and Initiatives:

  • Assist with special projects and initiatives as assigned by the executive team.
  • Conduct research, compile data, and prepare reports to support decision-making processes.

Calendar Management:

  • Manage and coordinate executive calendars, including scheduling meetings, appointments, and travel arrangements.
  • Anticipate scheduling conflicts and proactively resolve them to optimize executive productivity.

Meeting Coordination:

  • Arrange and coordinate internal and external meetings, including preparing agendas, briefing materials, and meeting minutes.
  • Ensure meeting rooms are set up and necessary resources are available for successful meetings.

Communication Management:

  • Serve as the primary point of contact for the executive team, screening and directing incoming calls and emails.
  • Draft and prepare correspondence, reports, presentations, and other documents on behalf of the executives.

Travel Arrangements:

  • Coordinate complex domestic and international travel arrangements, including flights, accommodations, transportation, and visa requirements.
  • Prepare detailed travel itineraries and provide necessary information to executives for seamless travel experiences.

Administrative Support:

  • Perform various administrative tasks such as filing, expense tracking, and invoice processing.
  • Manage office supplies and equipment, ensuring efficient operation of the executive office.
  • Provide general administrative support to the HR team, including scheduling meetings, managing calendars, and organizing departmental events.
  • Assist in preparing HR-related documents, presentations, and correspondence.

Qualifications and Skills:

  • Proven experience as an HR Assistant or in a similar administrative role.
  • Excellent organizational skills and attention to detail.
  • Detail-oriented with a high degree of accuracy in all work.
  • Ability to work independently and collaboratively in a team environment.
  • Discretion and confidentiality in handling sensitive information.
  • Proficient in Microsoft Office & Google Suite (Word, Excel, PowerPoint) and HRIS software.
  • Strong communication skills, both written and verbal.
  • Ability to maintain confidentiality and handle sensitive information with discretion.
  • Familiarity with HR processes and procedures.
  • Bachelor's degree in Human Resources, Business Administration, or a related field (preferred).
  • Remote work experience and proficiency in virtual collaboration tools (preferred).


Experience Needed

  • At least 3 years of Admin Assistant Experience
  • At least 3 years of Admin Experience
  • At least 3 years of Executive Assistant experience

Our Process

  • Schedule a 15 min Video Call with someone from our Team
  • 4 Proctored GQ Tests (< 2 hours)
  • 30-45 min Final Video Interview
  • Receive Job Offer

If you are interested in reaching out to us, please apply and our team will contact you within the hour.