Administrative Assistant

Overview:Summary:The Administrative Assistant assists the Chief Executive Officer (CEO) with day-to-day activities including managing calendars, preparing reports, organizing documents and scheduling meetings. This role will also be responsible for managing the Applicant Tracking System used by all recruiters in the firm. This will include final implementation of the system, maintenance and reporting.Core Responsibilities:

• Assist CEO in daily activities
• Manage Applicant Tracking System
• Assist in recruiting efforts as needed

Essential Functions:

• Act as the main point of contact for the CEO for clients and other external partners
• Welcome all clients and guests by greeting them, in person or on the telephone, and answering or directing questions.
• Manage information flow in a timely and accurate manner
• Manage CEO calendar by planning and scheduling meetings, conferences, teleconferences and travel
• Perform administrative and office support such as, typing, taking meeting notes, maintaining files, creating spreadsheets and organizing, photocopying, faxing and collecting documents as needed
• Maintain and refine internal processes to support the CEO
• Manage the Applicant Tracking System (ATS) used by all recruiters to input new candidates
• Provide daily, weekly and monthly recruiting reports using ATS
• Assists firm and team with recruiting goals by screening candidate resumes and conducting first round interviews as needed
• Complete projects as assigned by the CEO
• Contribute to team efforts by accomplishing related tasks

Nonessential Functions:

• Performs other duties as directed by the CEO

Supervisory Responsibilities:N/AConditions:

• Overtime required throughout the year as needed
• Heavy sitting for extended periods in front of a computer
• Travel, including overnight, may be required approximately 5% of time
• Works in an office setting with minimal hazards

Minimum Qualifications:

• 3+ years’ experience as an Assistant or in a similar role
• Prior experience working in a recruiting firm with knowledge of the industry
• Bachelor’s Degree in Business or related field
• Excellent knowledge in MS office
• Experience using Applicant Tracking Systems – Salesforce preferred
• Strong organizational, problem-solving, discretion and confidentiality

Success Factors:

• Ability to perform several tasks concurrently with ease and professionali
• Ability to communicate clearly and concisely, verbally and in writing, in Englis
• Must be able to keep client matters strictly confidential.
• Must have excellent interpersonal skills and customer service skill

This job description does not list all the duties of the job. You may be asked by managers or peers to perform, or assist in performing, other instructions and duties. You will be evaluated in part based upon your performance of the task listed in this job description. Management has the right to revise this job description at any time.