Administrative Assistant

Description

As one of Wisconsin’s largest travel companies, Fox World Travel has excellent benefits and perks for all Fox associates including but not limited to:
competitive wages
, flexible time off (vacation, sick, personal), FAM Adventure Bucks to help you explore the world, a full benefit package including medical, dental, vision, long-term disability, company-sponsored life insurance and short-term disability, tuition reimbursement, 401(k) contributions and a fully engaged leadership team dedicated to treating associates as part of the Fox Family!

At Fox World Travel, we operate as One Fox with a find a way mentality, leading with integrity and embracing our passion. We take pride in leading with our people-first culture by providing genuine care and concern for our associates, which in turn leads to authentic and superior customer experiences. We've been able to create a culture where our associates can grow, learn, and succeed, and, in turn, exhibit the value we bring to every interaction and partnership.

The Administrative Assistant provides day-to-day administrative support while also helping foster a positive, connected workplace culture. This role supports office operations and communication and, as a member of the Human Resources team, plays an active role in planning and supporting associate engagement initiatives, events, and internal activities. This position will provide a high level of customer service to all corporate office visitors, associates, applicants, and other internal and external constituents while reflecting the business objectives and culture of the organization.

• Coordinating corporate reception operations:
• Champion a welcoming and professional front desk experience for associates and guests.
• Welcome on-site visitors, determine nature of business, ensure all visitors sign in upon entry and out upon exit, issue security badge and announce visitors to appropriate contact.
• Receive the public and answer questions, in person and by telephone; respond to inquiries from associates and visitors and refer, when necessary, to the appropriate person or department.
• Prepare outgoing mail (inclusive of mass mailings); sort and distribute incoming mail. Provide shipping assistance for the corporate office.
• Sign for and distribute Fed Ex, etc. deliveries daily.
• Order office supplies and reconcile invoices.
• Manage phone calls and voicemails for the corporate office.
• Ensure conference rooms are clean, organized, and stocked with appropriate supplies.
• Providing meeting/training/project support by reserving appropriate meeting space, distributing attendee documentation, ensuring AV needs are met, assisting with meeting logistics, and assisting with catering orders when necessary.
• Acting as the main point of contact for cleaning and vending machine vendors for all Wisconsin-based locations.
• Assisting leadership in communicating with corporate headquarters facility maintenance personnel.
• Ensuring all Wisconsin-based locations have emergency action plans on file, and partnering with location leads on changes and communication plans.
• Assisting with the administration of associate recognition programs and other associate engagement programs/initiatives that support Fox’s people-first culture. This may include promoting special days, organizing key events, coordinating raffles, sending engaging communications, and coordination of all life event & recognition celebrations and acknowledgements.
• Maintaining inventory for recognition items. Ordering supplies and preparing new hire welcome packages as needed.
• Managing required labor law posters, ensuring compliance with all federal, state, and local laws.
• Partnering with HR and Marketing teams on associate (bi-monthly) and wellness (monthly) newsletters.
• Completing all reporting required by the Bureau of Labor Statistics, ensuring submission by deadline dates.
• Partnering with HR team to prepare monthly reports including, but not limited to, turnover, mobility, headcount, benefits utilization, and associate locations.
• Assisting HR team with maintaining documentation within HRIS.
• P…