LiveOps Inc.

HR Administrative Assistant

US-AZ-Scottsdale
ID
2017-1080
Talent Acquisition Demand
1
Category
Administrative/Clerical

Overview

LiveOps is powered by its People and thus the People Department is tasked with finding and retaining top talent and works to advocate and fortify a culture of strong relationships, collaboration, innovation, accountability and fun.  As Administrative Assistant, you will support top level executives and the People Department and provide an exceptional office environment for all stakeholders in the HQ office Monday thru Friday during office hours.  You will also interact with prospects, clients, employees, and vendors to provide them with proactive, friendly service and support. 

Responsibilities

  • Coordinate Scheduling: Coordinate complex scheduling and travel arrangements; arrange on-site and off-site meetings and events; prioritize appointments; manage requests for executives’ time; manage and screen incoming calls and visitors
  • Proposals: Generate and/or assist in the preparation of proposals for clients, prospects, investors, and partners
  • Correspondence: Responsible for a multitude of high-level communications; both internally and externally. Manage reception area; answer and route incoming calls, messages, deliveries, and mail.
  • VIP Visits: Greet and badge vendors/clients/guests. Serve as host for executive visits by clients, investors and partners: prepare agendas, arrange meals, engage participants, prepare meeting minutes, handle correspondence, etc
  • Reports: Prepare and generate various business tracking reports; manage expense reports for Executive and HQ Office credit cards.
  • Coordinate Office Flow: Stocking and organizing supplies for the office and employees including food, beverages and general office items. Support all LO offices/remotes employees with supplies and deliveries as needed
  • Corporate Housing: approves scheduling of time blocks, maintains key log, schedules routine cleaning, and reorders supplies as needed
  • Presentations: Generate and/or assist in the preparation of a variety of complex presentations using PowerPoint
  • Compile the Employee Newsletter and distribute to employees on the 15th of every month.
  • Scheduling: Schedule all new hire orientation sessions for employee’s date of hire, by sending the invite as least 1 week with a GoToMeeting link as needed.  
  • Event Scheduling: Assist with coordination of activities and materials by proactively planning, coordinating, scheduling event meetings, setting the agendas, and updating contact information.
  • Shipping: Manage all shipping and mailing of materials from the HQ Office, to include item packaging, label creation and printing, and package tracking. Reordering of shipping supplies as needed.
  • Benefit Invoices: Assist with track and reconcile Insurance Invoices monthly before sending payment requests to the Finance Department for approval to pay.
  • Employment Verification Requests: Verify and Respond to unemployment claims and employment verification requests within 5 business days of receipt, by researching information in the HRIS system and completing agency forms.
  • Tuition Reimbursement Program: Process Tuition Reimbursement Requests and issue check requests with 72 hours of receipt of completed request.
  • Charitable Donation Program: Process Charitable Donations for New Hires and Matching Gifts according to prescribed company and department processes.
  • Employee Surveys: Distribute Employee Surveys and Compile responses as needed.
  • Office Duties: Ordering office and kitchen supplies, arrange for office repairs, arranges weekly meals for HQ Office/Clients/Guest, as needed, interfaces with site management to coordinate all facility matters, badge access, work order requests, security and communications
  • Travels off-site to support executives and the People Department as needed.
  • Confidentiality: Maintain complete confidentiality with all candidate and employee health, payroll and personnel records and information.
  • Department Cross Training/Back-Up Support: Act as a back-up to payroll and people service coordinator as needed, by learning the day to day job duties and tasks.
  • Team Collaboration: Support all members of the People Services Team by providing Customer Service Excellence including friendly customer service.
  • Other Duties as assigned which fall within the scope of this position

Qualifications

  • Must be physically in attendance at the HQ office, Monday thru Friday
  • Must be punctual and reliable
  • Minimum 2-3 years’ experience as a successful receptionist/administrator supporting Executive level in a complex and dynamic fluid environment
  • Associates Degree preferred
  • Hands-on and ability to thrive in a fast-paced startup environment - Excellent verbal and written communication skills.
  • Requires excellent interpersonal skills and phone etiquette
  • Proven, advanced competency using MS Outlook, Word, Excel and PowerPoint
  • Customer service mentality and the ability to multi-task are extremely important
  • Able to complete detailed administrative projects accurately with frequent interruptions, prioritize assignments, coordinate several activities simultaneously
  • Strong attention to detail
  • Outstanding planning and organizational skills
  • Self-starter with a positive attitude, enthusiasm and energy
  • Project Management and Leadership Skills
  • Professional office dress code

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