Executive Assistant/Human Resources Coordinator

Position Summary: 

The principal responsibility of the position is to support of the company’s executive leadership.  Highly responsible and confidential position providing administrative support to President/CEO and other executive team members.  Must be well organized with a strong detail focus.  Demonstrated ability to work independently and learn quickly.  Effective time manager and able to prioritize and handle competing priorities.  Must be exceptionally poised, proactive and have the ability to multitask.  Support experience in a professional services, marketing or human resources environment strongly preferred.  Must be adept in the Microsoft Office Suite.  Experience with payroll and/or HR information systems is a plus. Must be a team player with strong interpersonal and communication skills.  Must maintain employee, client, company, and project confidentiality at all times. Reports to the President/CEO.

Responsibilities and Tasks:

  • Primary administrative support to Executive Team, including:
    • Create documents, spreadsheets, presentations and reports using Microsoft Office Suite
    • Coordinate company meetings, events, and projects
    • High level client/customer contact and coordination
    • Support Board of Directors by preparing agenda, minutes and materials
    • Attend all Board of Directors and Trustee meetings
    • Schedule travel and conference arrangements for President and Executive Team
    • Liaison with property management company for building repairs and service calls
  • Human resources, payroll and benefit administration, including:
    • Coordinate and process payroll under the direction of CFO
    • Process time sheets and expense reports
    • Process ETO (Earned Time Off) requests
  • Assist in recruitment efforts, including placing job advertisements
    • Receive, log and process applicant resumes
    • Coordinate and schedule applicant interviews and correspondence
    • Coordinate onboarding process
    • Administer employee benefits programs such as medical, dental, vision, disability, life, 401(k), etc.
    • Liaison between employees and benefit providers to ensure resolution where needed
    • Maintain employee files in compliance with applicable legal requirements
    • Maintain/update employee handbook, HR forms and policies
    • Coordinate performance evaluation process
    • Process and maintain OSHA and First Report of Injury logs/process
  • Professional Development/Training
    • Maintain employee training records
    • Maintain professional registrations and certifications records
    • Coordinate employee travel and conference attendance and arrangements, including registrations and other logistics
  • Business Development/Marketing
    • Assist and support business development and marketing efforts
    • Arrange client meetings and information packets
    • Assist with submittals for request for proposals and/or client information needs
    • Proof/edit all outgoing RFPs/RFQs and marketing materials

Key Competencies

  • Excellent customer service
  • Manage complex schedules and priorities
  • Work in a fast moving and active environment
  • Maintain confidentiality
  • Excellent written and verbal communications skills
  • Work independently with minimal supervision
  • Flexible and adaptive to changing priorities
  • Organizational skills and ability to prioritize job tasks
  • Attentive to details and accuracy
  • Exercise independent judgment and initiative based on familiarity with the organization
  • Proficient in Microsoft Office Suite
  • Navigate payroll and human resource information software

Education and Experience

  • 5+ years prior administrative assistant and support experience
  • Associates or Bachelor’s degree preferred, but not required

Great opportunity to work on a diverse array of projects and be an integral part of our employee-owned company. We offer an excellent work environment, competitive salaries, and great benefits. We work hard at providing opportunities for professional and personal growth while working for our collective success.

Interested individuals can submit a cover letter and resume to Mark Adams, President/CEO, c/o Gina Austin, Executive Assistant/HR Coordinator by filling out the form below.

Sebago Technics is an Equal Opportunity/Affirmative Action employer.

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