Administrative/HR Assistant

The Administrative/HR Assistant is responsible for clerical and administrative related duties to assist in the smooth operation of the National Office in Kingston. The Administrative/HR Assistant provides support to both the Human Resources and general administrative functions of the organization.

Administrative/HR Assistant- National Office

The Administrative/HR Assistant is responsible for clerical and administrative related duties to assist in the smooth operation of the National Office in Kingston. The Administrative/HR Assistant provides support to both the Human Resources and general administrative functions of the organization.

Main Responsibilities

• Assist with recruiting and onboarding
• Maintain up-to-date personnel files (both electronic and hard copy)
• Track probation periods, training requirements, and performance review schedules
• Lead employee enrolment process in various benefits programs
• Respond to routine HR inquiries about policies, benefits, and procedures
• Assist in organizing employee events and wellness and recognition initiatives
• Lead the coordination of meetings, training, conferences and related travel needs
• Maintain adequate inventory of office supplies and coordinates maintenance needs
• Coordinate procurement processes
• Respond to and resolve administrative inquiries and questions
• Supervise Office Attendant & Gardener
• Answer telephone and email messages, responding accordingly
• Prepare agendas and schedules for meetings
• Transcribe, type and distribute meeting minutes
• Draft, proofread, and distribute internal memos, spreadsheets, and presentations
• Maintain office filing systems as assigned
• Greet/receive visitors, providers, external stakeholders and co-workers when necessary
• Assist with special HR projects and other general administrative tasks as needed or assigned.

Requirements & Qualifications

• Bachelor’s degree in Business Administration or Human Resource Management preferred
• Minimum 3 years related experience
• Proficient in Microsoft Office Suite and HRIS/payroll systems
• Basic knowledge of labor laws, employment regulations, and best practices.

Required Knowledge and Skills

• Strong interpersonal skills
• Ability to maintain a high level of confidentiality and integrity
• Excellent verbal and written communication skills
• Proactive with high attention to details
• Excellent organizational and time-management skills with the ability to simultaneously manage multiple tasks while meeting deadlines