Administrative Assistant

Position Summary

The Administrative Assistant is responsible for maintaining the smooth day-to-day operations of the office, supporting the finance department, to include weekly payroll processing, administrative tasks, and providing HR support as needed under the guidance of the Chief People Officer. This position requires attention to detail, confidentiality, and strong organizational skills to ensure accuracy and consistency in office and payroll operations.

Key Responsibilities

Office Administration

• Serve as the first point of contact for incoming calls and visitors.
• Maintain office and kitchen supplies; track inventory and reorder as needed.
• Coordinate incoming and outgoing mail, deliveries, and courier services.
• Manage copier meter readings, toner inventory, and vendor communication.
• Organize company files, forms, and records (both paper and electronic).
• Maintain office supplies, equipment, and vendor relationships; track inventory and reorder as needed.
• Ensure meeting spaces are prepared and equipped for internal and external meetings.

Payroll Administration

• Collect, verify, and enter weekly employee hours into the payroll system.
• Process weekly payroll accurately and on schedule.
• Maintain payroll files, employee pay rate lists, and other related documentation.
• Prepare certified payroll reports for applicable projects.
• Assist with payroll-related reporting such as union reports, deductions, and garnishments.
• Maintain confidentiality of all payroll and employee information.

HR Support

• Assist with new hire onboarding paperwork (W-4, I-9, direct deposit, etc.).
• Maintain employee files and ensure documentation is complete and organized.
• Update employee lists and organizational data as directed.
• Support benefits enrollment or changes under guidance from the Chief People Officer.
• Assist with compliance tracking (certifications, training records, etc.) as assigned.
• Assist with filling HR documents and work closely with HR on daily operations and provide additional HR support as needed.

General Support

• Assist with invoicing or accounts payable data entry as needed.
• Coordinate communication between departments when requested.
• Be available to support the team with unexpected, time-sensitive tasks and initiatives that arise outside of standard operation.

Qualifications

• 3+ years of office administration experience; experience in payroll preferred.
• Basic understanding of HR functions and confidentiality standards.
• Proficiency in Microsoft Office and Quick Books (or similar accounting software).
• Strong organizational and communication skills.
• Ability to prioritize and manage multiple tasks in a fast-paced environment.

Supervisory Responsibilities

This position does not supervise other employees.

Reporting Structure

Reports directly to the Controller. Works closely with the Chief People Officer for HR-related tasks and supports the Finance department as needed.