Administrative Assistant (258-732) at Shawnee Mission

Job Description

• Execute general administrative duties for Recruiting Department:
  • Administrative support of SVP Recruiting
    • Provide information by answering questions and requests in SVP’s absence
    • Screen visitors, respond to requests, and appropriately handle and directs inquiries
    • Effectively provide first line of communication in SVP’s absence
    • Ability to predict and respond quickly to departmental needs
  • Administrative support for Directors of Choice Recruiting to include tracking/communicating travel schedules, regional coverage, events, results.
  • Assist in coordination of Regional Recruiter training meetings/calls, staff meeting, strategic sessions.
  • Track department expenses to include managing recruiting invoices, purchase orders and expense checks; maintain/track expenses by vendor.
  • Maintain department absence calendar
  • Disseminate cards for vendors, candidates and field leaders as appropriate.
  • Update Protocol Firm list.
  • Coordinate all team-building events (recruiting contests, incentive trip participation, birthday and applicable anniversary celebrations).
  • Provide back-up on certain critical functions for all staff members (lead dissemination, reporting).
  • Other administrative support to include opening and distributing mail, ordering supplies, maintenance of business machines, submitting technical computer issues & answering rollover calls.
• Field Leadership Selection Process Administration:
  • Post Managing Principal and District Manager openings on eSource after gathering data from various reports and management; post to eSource and disseminate among team.
  • Administer due diligence/pre-hire process and coordinate steps/communication among multiple departments and region/division offices.
  • Disseminate and track Management Pro (MPP) tests; schedule pre-interview screening calls for management candidates.
• Recruiting Resources Administration:
  • Compile, customize and mail New Managing Principal kits
  • Send and maintain all recruiting communication to field leadership
  • Maintain Recruiting Tools & Resources List and Links on eSource, eSuite, eLearn.
  • Maintain all recruiting resources; order vendor recruiting resources for distribution to field; coordinate and recommend reorganization/consolidation/deletion of recruiting materials.
• Coordinate Recruiting Department-sponsored field leader training (Choice Skill-Building Sessions, New Manager School, Recruiting 101 & 102 Training Series)
• Support Individual and Group Choice Home Office Visits to including tracking candidates and providing ROI data, sending memos, ordering meeting materials, creating agenda, compiling information & give away paraphernalia. Book and organize conference room, send appointments, order and pick-up refreshments, post-meeting clean-up.
• Contributes to team effort by accomplishing related results as needed.

Job Requirements

• Minimum high school degree; some college preferred
• 3-5 years administrative experience
• Attention to detail and commitment to error-free work
• Highly organized with exceptional time management and problem solving skills
• Regular and predictable attendance
• Very strong skill set in Word, Excel, Internet; knowledge of PowerPoint, LCD Projector
• Ability to accurately type 45+ WPM
• Excellent written & verbal communications skills, grammar, spelling and proofreading.
• Filing, tracking and record keeping ability.
• Unwavering commitment to confidentiality
• Ability to analyze and prioritize business-related requests
• Ability to make independent decisions (with established guidelines)
• Act with a sense of urgency
• Ability to be to deal skillfully and promptly with new situations and difficulties and effectively use resources to find answers
• Identify and act on removing potential obstacles to successful goal attainment
• Minimize work flow disruptions and time wasters to complete high quality work within a specified time frame
• Maintain personal commitment to objectives
• Adapt effectively to changing plans and priorities
• Require little to no supervision to stay focused on necessary activities
• Ability to complete mundane and routine tasks positively, quickly and efficiently
• Motivated self-started with initiative and good judgment

Country: USA, State: Kansas, City: Shawnee Mission, Company: Waddell & Reed.