Operations Administrative Assistant

McInnis Inc. is a professional staffing and HR firm based in Milford, CT, specializing in Pharmaceutical, Healthcare, Hospitality, and Municipal management.

Our mission is to deliver superior talent, cutting-edge HR services, workforce management, and payroll operations for our diverse clientele.

This position is onsite in Milford, CT. DESCRIPTION : We are seeking a proactive and resourceful Office Administrative Assistant to join our small, friendly team and support our leadership.

The Office Administrative Assistant will play a crucial role in our daily operations, providing direct support to the President and Director of Human Resource Ops, and contributing to the success of our clients and company.

RESPONSIBILITIES : As an Office Administrative Assistant, your responsibilities will include : Executive Support Providing direct support, managing schedules, and prioritizing conflicting needs, including managing calendars and scheduling meetings.

Communication Serve as the primary point of contact between the executive team, communicating with candidates, employees, and clients via phone, in-person, and virtually.

Preparing reports, presentations, proposals, contracts, and correspondence. Draft employment contracts. Assisting in copywriting tasks, including proofreading and ensuring adherence to editorial standards.

Meeting Coordination Organize and monitor company events and meetings. Prepare agendas and materials for internal and external meetings, take meeting minutes, and follow up on action items to ensure that projects and initiatives are progressing as planned.

Office Management Oversee general office operations, including supply management, equipment maintenance, and vendor relations to create an efficient work environment.

Coordinate with vendors for office supplies and maintenance services. Ensure the reception area is maintained and welcoming, and greet visitors.

Project Management : Assist in the planning and execution of both internal and client-focused special projects, ensuring timelines and objectives are met.

Supporting employee onboarding, including background checks, reference checks, and new hire communication. Assist HR, Finance, IT, and Recruiting teams with client contracts, job descriptions, resume distribution, and interview scheduling.

Data Management Maintaining up-to-date documents and forms in the onboarding system. Managing data entry and maintenance in ATS and HRIS systems.

Maintain and organize both physical and digital files. Event Planning Organize company events, team-building activities, and executive meetings to enhance workplace culture and team engagement Confidentiality Handle sensitive information with discretion, ensuring privacy and compliance with all company policies.

REQUIREMENTS : To be successful as an Office Administrative Assistant, you should meet the following requirements : 5 years of office administration experience.

Strong organizational and communication skills. Ability to maintain high standards and confidentiality, even under pressure.

Proficiency in MS Word, Excel, PowerPoint, and Outlook. Experience with ATS and HRIS systems is a plus. Bachelor’s Degree and bilingual in Spanish preferred but not required.

Must be able to travel within New Haven and Fairfield Counties. BENEFITS Comprehensive Health, Dental, & Vision Paid Time Off Sick time Holidays Life Insurance 401k Contributions Charity Matching Schedule : Monday to Friday Work Location : On-site in Milford, CT Note : Applicants must be able to commute or relocate to Milford, CT.

Pre-employment Background Check, Drug screen, and references are required. IND125 Powered by JazzHR