Administrative assistant and recruiter job description

Job DescriptionOrganizes and implements administrative systems and procedures. Serves as principal source of information on unit, project or program. Gathers and maintains data for and assists in preparing reports, often using a variety of computer software. Prepares and maintains financial, personnel, administrative, student records. Provides for smooth day to day flow of communications within the department. May compose, proofread, edit and prepare correspondence, reports and other materials using word processing, spreadsheets and or databases. Arranges for use of facilities and plans meetings, conferences and seminars. Contributes to unit goals by accomplishing clerical or administrative duties as required. Ability to work independently with minimal supervision, to handle complex and confidential information. Competency using a variety of office computer software. Requires intermediate to advanced knowledge of email calendar, word processing, spreadsheets. Prior office experience required.

Provides administrative support in the day-to-day operations of External Relations Alumni Marketing & Communications, working closely with the senior director and leadership team. Performs a variety of administrative duties, including managing budget and invoice processes, provides support for the alumni magazine publishing process, collateral inventory management, and distributing mail. Performs editorial duties including content tagging. Delivers excellent customer service to internal partners in External Relations (ER) and across HBS, as well as alumni.

1. Supports budget management for the department; and by creating reports and dashboards as necessary

2. Provides support for the HBS Alumni Bulletin magazine, including quarterly tasks of tagging class notes, managing distribution of special deliveries, logging special mentions of individuals; weekly managing the email inbox; annually preparing the year's production schedules, ordering the bound copies of the year's magazines and filing each issue with the Library of Congress
3. Manages in-house printing on-demand
4. Materials management and collation for special presentations
5. Orders office supplies
6. Supports photo archiving, batching photos and uploading to digital asset management system
7. Assists in preparing mailing lists for vendors
8. May provide general office assistance for immediate supervisor and leadership team, including monitoring and responding to office voice mail and email boxes, and maintaining department vendor list.
9. Manages multiple schedules as needed.


Skills and experience

The successful candidate should have the ability to work independently with minimal supervision, as well as part of a team, be comfortable working with staff at all levels in an organization, possess strong organizational and excellent interpersonal skills, be accurate and detail-oriented, and have the ability to manage and prioritize multiple projects to meet deadlines in a fast-paced office. Ability to handle complex and confidential information with discretion. Able to work overtime (including weekend time) during peak periods (rare occurrence). Candidate should have the willingness to learn new skills, the ability to communicate ideas clearly (verbally and written), and a knowledge of customer service. College degree preferred. Proficiency in all Microsoft Office applications, including advanced skills in Excel (required).

$1,000 SIGN-ON BONUS! DePaul, a Community Support Organization has an exciting opportunity in our Human Resources Department. The Administrative Assistant - Recruitment works as part of the recruitment team to assist with operational and administrative aspects that support DePaul's recruiting efforts.
This full-time position is eligible for the following benefits: Medical Insurance, Dental Insurance, Vision Insurance, Life Insurance, Generous PTO & Paid Holidays, 403B Employer Contribution, Employee Discount Programs, and Staff Recognition Programs.
Responsibilities
Provide excellent customer service and applicant experience to internal and external customers.

Promote an environment that encourages teamwork between recruitment and staff.

Process background checks.

Handle records and paperwork.

Complete administrative tasks accurately and in a timely fashion.
Assists with the development of job-related recruiting content including postings, flyers, and job fair folders

Supports Talent Acquisition Specialists with ads/postings to various websites.

Responds as needed to candidate help requests inquiries including application questions.

Participates in special projects and performs other duties as assigned.
Knowledge, Skills, and Abilities:
Respects and maintains Applicant confidentiality Ability to work independently and motivate others Ability to communicate effectively, both orally and in writing in a prompt and courteous manner Proficient in time-management skills Must be proficient in use of Microsoft applications Knowledge of applicable state and federal employment and labor laws and governmental compliance requirements
Corporate Qualification / Expectations:
Adhere to all DePaul, Inc. policies and procedures Adhere to the Agency Mission, Vision, Shared Valued, and Customer Service Standards Attend mandatory education and training modules as scheduled; obtain and maintain required certifications/trainings by State regulations and DePaul policy Act as a professional representative of DePaul in regard to appearance, behavior, temperament, communication, language, and dress
Physical Requirements / Working Conditions:
Ability to sit continuously Ability to reach above shoulder level Ability to turn/twist upper body Ability to use hand for repetitive action and fine manipulating for the purpose of keyboarding
Qualifications
Education/Experience: High School diploma or GED. Experience to include skills related to administrative functions, customer service, and data integrity. The ability to use technology and computers at more than a basic level particularly in MS Office and MS Teams. Bilingual a plus.
Characteristics: A commitment to providing exceptional customer service in a culturally appropriate way. A natural problem solver. Strong interpersonal and relationship management skills. Ability to develop and maintain strong working relationships among internal staff and external candidates. Strong communication skills (both written and verbal). Great attention to detail and organizational abilities.

Sky Castle Studios is currently seeking an Administrative/Recruitment Assistant to support Hero Forge’s hiring and recruitment workflow. This is a Full Time, Temporary Position from October through the end of January.

• Support the day-to-day operations of Hero Forge’s internal hiring team.
• Communicate professionally with applicants and potential job candidates to help find the best individuals to grow the Hero Forge team.
• Represent the Hero Forge brand to customers and job seekers.

Overview

We’re a small team with big ideas. Sky Castle Studios is a fully remote company, centered in Santa Monica, California. We’re a group of talented artists, developers, character riggers, 3D modelers, in-house customer service agents, and gamers and nerds of all stripes. When we’re not brainstorming and creating new platforms, we’re a bunch of friends who enjoy sharing the latest developments in geek culture, exploring new technologies, and sharing our creative endeavors!

If you’re interested in working with us you should be a self-starter with initiative. We won’t be looking over your shoulder, unless you’re showing us the cool new thing you just designed!

Our bread and butter is heroforge.com but we’re often expanding to other products and websites.

Visit our Career Page for a full list of Hero Forge’s open positions!

Benefits

Sky Castle Studios offers a comprehensive suite of benefits including:

• Competitive salary based on experience.
• Fully remote employment with flexible scheduling.
• Health insurance, vision, and dental coverage for US employees.
  • Membership to One Medical if available in your city.
• Up to 15 days of paid vacation per year.
• Up to 80 hours of paid sick time per year.
• 11 paid company holidays per year, plus a week of paid summer vacation and a week of paid holiday vacation.
• And much more!

Administrative/Recruitment Assistant Requirements:

• Prior administrative support experience in a professional environment.
• Strong, polished, and professional written and verbal communication skills.
• Excellent attention to detail, including the ability to independently track the status of multiple tasks and projects simultaneously.
• Familiarity with the Google suite.
• The ability to follow detailed instructions and ask for clarification when necessary.

Administrative/Recruitment Assistant Preferred Skills:

• Familiarity with Asana and/or JazzHR.
• Prior experience working remotely.
• A love of tabletop roleplaying games is a plus!

At Sky Castle Studios, diversity is not just a core value, but a foundation of what we do. We strive to embrace our differences in the workplace, and to promote respectful representation of all people through the content we create. Diversity brings fresh perspectives that help us to better serve our community. Wherever you come from, and whatever background you bring, we’re excited to hear from you!

Sky Castle Studios is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religious creed, observance, or practice, color, national origin, ancestry, physical or mental disability, medical condition, marital status, sex (including pregnancy, childbirth, or related medical conditions), gender, gender identity, gender expression, age, sexual orientation, military and veteran status, or any other characteristic protected under applicable federal, state, or local law.

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