Office Administrator/Travel Coordinator
Olympusat - West Palm Beach, FL

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Office/ HR Assistant
Job Description

Department: Office & Human Resources
Title of Immediate Supervisor: Director of Human Resources

Basic Function:
The Office/ Human Resources Assistant will provide assistance to the Director of Human Resources, Executive Vice President and Creative Services Director. Duties may include clerical, administrative and HR assistance with correspondence and board activities; secretarial support as well as routine office and no- office related functions.

Duties:
Assisting Human Resources with the new hire process (creating new hire packets, personnel labels, adjusting phone directory w/ new hires/terminations, etc.).
Assist with weekly RENTRAK reports to track rating trends for COO & EVP.
Create and maintain file systems as needed for the office (phone directory/ b-day lists).
Receiving all content information from various departments/ enter content into spreadsheets/ Distribute content to Creative Service Managers.
Responsible for comparing all company travel submissions; to improve them from a cost standpoint. Will be eligible for commission on 20% of any savings.
Greet guests and visitors along with notifying the appropriate personnel of their arrival.
Answer and screen all incoming calls and forward as appropriate.
Update PTO (paid time off) for employee’s in company internal PTO system (Apex); as well as updating system with new hires/terminations in Apex.
Manager and replenish office, coffee & housekeeping supplies; maintaining cleanliness of the office, bathrooms, conference room and break rooms.
Receive and distribute incoming and outgoing mail, faxes and courier services.
Manage company master/conference room calendars.
Assist with any company programs and planning events/activities.
Work with other administrative personnel to accomplish organizational goals.
Perform special projects as assigned.
Other duties as may be assigned from time to time.
Knowledge, Skills and Experience:
Complexity of Duties: Interrelate to all other Departments as well as understanding the Human Resource Department function in the entire scope of the company
Difficult Problems: Must be able to meet deadlines, handle a wide variety of responsibilities and keep certain information confidential.
Demonstrate the ability to handle multiple tasks with little or no supervision.
Written and Oral Communications: Must have good skills and be able to communicate them in a professional manner.
Interpersonal Skills: Must be able to interrelate to all people in the office on a daily basis.
Decision Making: Ability to make decisions and solve problems with knowledge and good judgment.
Qualifications:

Preferred Bachelor’s degree or equivalent work experience.
Bi-lingual (English/Spanish) preferred.
Previous HR/ executive/ administrative assistant experience required.
Ability to interface well with all departments within the company and to represent the in a highly professional manner.
Demonstrate the ability to communicate effectively and professionally with customers and external contacts to the organization.
Possess a high degree of proficiency with MS Office including Word, Excel, Access, Power Point and Outlook.
Must be able to maintain the highest level of confidentiality. Ability to handle sensitive material concerning the organization.
To be able to work well under pressure.

We offer competitive pay and a generous benefits program, including: Medical, dental, vision, voluntary life & ADD, paid time off, 401(k), paid time off and more.

No phone calls please.
Relocation is not included.


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