Administrative Assistant

  • City Wide
  • Apr 11, 2024
Full time Admin-Clerical

Job Description


To provide administrative support to the Human Resources Director assisting them in day-to-day tasks with the primary objective of saving them time and helping alleviate as much stress as possible.


  1. Assist the HR Director in all professional and personal needs. Anything you can do to save the HR Director time is a big part of the job.
  2. Professional needs consist of a wide range of avenues, including, but not limited to: setting up and facilitating meetings, answering all incoming phone calls and managing voicemail, calendar, e-mails, and mail, and any projects, tasks, or issues that may be assigned to this position. Reminding HR Director of meetings for the day to be sure not to miss them.
  3. Personal needs consist of a wide range of avenues including but not limited to personal errands, tasks, phone calls, meetings, bills/ invoices, home sitting, picking up children from school, etc.
  4. Process HR Director business card receipt reimbursement. Ensure she is reimbursed for expenses.
  5. Prepare travel arrangements (hotel room, flight, car, etc..)
  6. Process all credit card statements. Review that everything is accounted for, find explanation for unknown charges, and dispute questionable charges.
  7. Protect the confidentiality of information learned by performing the duties of the position.
  8. Interact with and coordinate the completion of tasks with others.
  9. Ensure the HR Director is prepared with all necessary materials and technology for presentations and meetings in which they are involved.
  10. Be the liaison and representative for the executive team regarding all aspects of communications, building relationships with, and operating with all other departments and employees of the Company.
  11. Create and maintain a very organized set of files of correspondence and other documents.
  12. Prepare a variety of correspondence, reports, spreadsheets, and other documents, ensuring proper format, grammar, spelling, and punctuation.
  13. You will be delegated many special projects. Report progress of tasks regularly and complete by date/time requested. You should never need to be asked for an update on a task given to you. You must not lose site of the task and inform assigner of status.
  14. Varied Office Manager-type tasks that are not included on this list.
  15. Assist in front desk relief as needed.
  16. Assist in training for new technology, new software or programs, or new techniques within existing documents, as requested or required by Executive team’s function and operations within the company. (Google Drive, Outlook, etc.)


Most important Competencies are bolded.

  • Attitude– Present a warm and friendly personality and a helpful, positive attitude with clients, other employees, and applicants both in person and on the telephone.
  • Accuracy– Ensure that you are delivering corrected and complete projects. Proofread your work; give back copies with highlighted new versions checked off. The goal is to keep us from proofing your work. Organization – Have everything labeled and in its place.
  • Follow Through– as tasks are assigned, it is your responsibility to follow up on these tasks until completion. You cannot just ask someone once and assume it will be done. It is up to you to ask for a projected completion date and follow up until 100% complete. Document and follow up on everything. Communicate along the way to the requesting manager.
  • Prioritize– Understand what your priorities are by asking the appropriate person.
  • Anticipation– Anticipate the needs of the executive team so you don’t have to be asked to do each step.
  • Aptitude – Must have the aptitude to grasp the concept of the projects you are working on. Additionally, you must be able to see the “big picture” and prioritize your work accordingly. Ask why we do things so that you can improve the system.
  • Time Management– Utilize available email and technology whenever possible so you don’t waste time physically looking for someone to answer your question. Don’t spend hours trying to figure it out yourself if someone can help. Must be able to effectively handle multiple tasks. Must show a sense of urgency with tasks given by the HR Director.
  • Leadership– Must demonstrate the ability to accept projects, work through them, and correctly complete those projects in a reasonable amount of time.
  • Stability– Must be able to handle multiple projects without becoming “openly flustered” and get along with everyone we may encounter.
  • Personal Development– Strive for knowledge, embrace change, welcome challenges, be open to constructive criticism, and enjoy what you are doing.
  • Technical Knowledge– must possess excellent technical skills, as related to function of computers and office equipment. You should be one of the “go-to” people for questions related to software and programs we use at City Wide.
  • Openness– Don’t be afraid to come in and talk to your supervisor.
  • Learning—Desire to grow professionally and personally through increasing knowledge.


  • Bachelor’s degree or work equivalent


  • A minimum of 5 years of experience in administrative/executive assistant role.


  • None


  • Microsoft Office (Word, Excel, Outlook, PowerPoint, Publisher)
  • E-mail & Internet
  • CRM Database helpful

The company has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the company reserves the right to change this job description and/or assign tasks for the employee to perform, as the company may deem appropriate.

Job Type: Full-time

Salary: $20.00 - $22.00 per hour

Expected hours: 40 per week


  • Dental insurance
  • Health insurance
  • Paid time off


  • Monday to Friday


  • Bachelor's (Preferred)


  • Microsoft Powerpoint: 1 year (Preferred)
  • Administrative Experience: 3 years (Preferred)

Work Location: In person

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