What are the responsibilities and job description for the Global Administration Assistant position at Chartwell?
This role will report to the Global Operations Manager while partnering with US Office Manager. Duties will include but not be limited to:
- You will play a crucial role in the recruiting process across all offices, supporting the entire candidate journey from initial application to onboarding. Working closely with the Global Recruiting Team, you will help ensure a smooth and efficient recruitment process including scheduling onboarding events, applicant screening and processing, monitoring applicant correspondence, applicant scheduling and testing, maintaining and updating recruitment databases, etc
- Follow-up on required hiring processes, such as background checks, onboarding task completion, E-Verify, document review and verifications
- Lead US onboarding days for new consultant hires, ensuring a smooth and organized introduction to the company, team, and operational processes
- Assist US Training Team with calendaring, room bookings and tracking of attendees
- Act as primary contact for external inquiries, supplies, vendors and receiving/distribution of USPS and FedEx/Amazon deliveries
- Assist with coordinating logistics for monthly company meetings, including audio/video equipment setup, catering coordination, and serving as the primary point of contact for meeting operations and support
- Assist with Company Events and meetings
- Maintain ordering, receiving, and organization of office supply inventory
- Assist the Marketing department with social media posts & gathering, organizing, and shipping out conference materials
- Support the finance department with auditing and reviewing expense records to ensure accuracy and compliance
- Running and maintaining bi-monthly management reports to support People Development initiatives
- Facilitating the setup of new starter laptops and phones, with IT assistance
- Various administrative duties as needed
Experience & requirements
- Ability to manage confidential information and situations in the utmost professional manner
- Sound knowledge of MS Office applications (Outlook, Word, Excel, PowerPoint)
- Flexibility to adjust working hours to meet business and operational requirements, while maintaining contracted hours.
- Excellent communication (oral and written), organizational, and time management skills
- Ability to manage, prioritize, and accomplish multiple tasks/projects simultaneously
- Strong technological aptitude
- Fast learner
What we offer
- A varied range of tasks in a fast-growing, successful, and international company with a relaxed team atmosphere and open communication
- Positive culture: teamwork, communication, recognition, and high morale
- An inspiring, multi-cultural, multi-disciplinary and innovative work environment
- Creative freedom and flexibility in personal work arrangements
- Great employee events and much more
Benefits
- 18 vacation days plus paid holidays
- Company funded healthcare
- 401k with match up to 4%
- Eligible for personal and company performance bonus
- Company provided laptop and cell phone
- Hybrid work schedule; Friday is required in office, with one other day in office
- Office is located in trendy building with unique common spaces, stocked kitchens, onsite staff and public transportation within walking distance
If you are a self-motivated individual with excellent organizational skills and a strong attention to detail, we encourage you to apply for this position. We offer competitive pay and benefits, along with opportunities for growth and development within our organization.