Executive Administrative Assistant

Job Description

Job Description

HR-Rethought is a growing fractional HR and Recruiting company based in south Overland Park, KS with clients across the country.

We partner with small to midsize businesses providing as little or as much HR / Recruiting support as needed! Our diverse portfolio of clients cross all industries - from manufacturing to engineering to retail services and beyond!

We are growing and are seeking an Administrative Assistant to join our fun and get it done driven team. Our ideal candidate is self-motivated, extremely organized, and experienced in providing C-level support.

Our business thrives on our unique set of Core Values, are we are looking for the same in our Administrative Assistant :

• Positive Energy
• Swiss Chameleon
• Humble Hustler
• Fearless Winner
• Others First

We are looking for the following team member :

As an Administrative Assistant for HR-Rethought your role is to efficiently and proactively support our Founder / CEO in anything and everything! Your day may be filled with calendar management, proposal creation, correspondence writing, scheduling events, just to name a few!

A well-rounded administrative background is key, a bonus if you have experience with exposure to HR! As an Administrative Assistant, you will be touching ALL aspects of administrative support.

Expect anything and everything related to supporting our Founder / CEO. You will interact with our diverse clients and internal team on a daily basis and must be able to adapt to frequent changes of priority and tasks.

Administrative Assistant responsibilities include, but are not limited to :

• Provide administrative support and serve as primary support for the CEO / Founder on a daily basis.
• Manage, prioritize, and maintain organization of several email inboxes.
• Schedule and organize complex activities such as meetings, sales calls, team and client activities as well as setting up conference rooms with appropriate technology, ordering catering, etc. as needed.
• Provide calendar management; meeting planning, scheduling, and coordination on behalf of Founder / CEO and others, as needed.
• Ensure all executive verbal and written communications originating are precise, timely, and demonstrate a high degree of professionalism and service.
• Handle confidential and non-routine information, maintaining strict levels of confidentiality.
• Prepare monthly client invoices for billing and assist with accounts receivable functions.
• Conduct research, compile data, and prepare materials for external / internal meetings and presentations.
• Design and produce general correspondences, memos, reports, etc.
• Proofread work for spelling, grammar and layout, making appropriate changes to ensure accuracy and clarity of final copy.
• Anticipate, initiate, organize, and implement systems and procedures to efficiently manage projects, customer relationships, events and meetings.
• Assist with maintaining office operations, including but not limited to ensuring we have sufficient office supplies and equipment.
• Develop and maintain trusted, positive relationships with other employees, clients and vendors.
• Reliable and predictable on-site attendance.

Preferred Education, Experience, and Skills :

• High school diploma required; some college or Bachelor’s degree preferred
• 3+ years of fast-paced C-level administrative support experience, preferably in a consulting firm, professional services, start-up, or human resources environment
• Past success juggling a number of competing priorities and seeing them through to completion within deadlines.
• Excellent organizational and time-management skills, with the ability to multi-tasks and prioritize effectively with a sense of urgency and need to follow-through.
• Strong verbal and written communication skills, with attention to detail and professionally adapting to different communication styles.
• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and ability to easily learn new software.
• Ability to maintain confidentiality and exercise discretion in handling sensitive information.
• Professional demeanor with the ability to interact effectively with executives, clients, and staff.
• Adaptability and flexibility to handle changing priorities and deadlines.
• Strong problem-solving skills and a proactive approach to addressing issues.
• Ability to work independently and collaboratively within a team environment.
• Experience in project management or event planning is a plus.
• Knowledge of office management systems and procedures a plus.

If this describes you, we would love to hear from you!

Must be willing to submit to a background investigation; any offer of employment is conditioned upon the successful completion of a background investigation

Must have unrestricted work authorization to work in the United States.

Must be willing to execute HR-Rethought’s Employee Agreement or Confidentiality and Non-Disclosure Agreement, which require, among other things, post-employment obligations relating to non-solicitation, confidentiality and non-disclosure.