Operations Administrative Assistant Job at McInnis Inc. in Milford

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.

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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. 

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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. 

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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. 

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BENEFITS

• Comprehensive Health, Dental, & Vision
• Paid Time Off
• Sick time
• Holidays
• Life Insurance
• 401k Contributions
• Charity Matching

Pre-employment Background Check, Drug screen, and references are required.

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