Administrative Assistant

Position: Administrative Assistant

Location: Troy, MI

*This is an entry-level opportunity*

About the Company

Spark Talent Acquisition is a Michigan-headquartered recruiting and staffing company that connects great talent with great employers. We understand that building the right team is vital to success. Listening to our clients and creating customized workforce strategies is at the core of what we do. We pride ourselves in team development as it matches our purpose as an organization to help people grow.

Position Summary

The role of the Administrative Assistant is to manage a range of administrative duties. As an assistant, you will be responsible for facilitating communication between our administrative team members and executive team members to ensure effective and timely resolution of all queries. Additionally, you will also provide support in coordinating daily activities and streamlining processes.

The Administrative Assistant will play a pivotal role in ensuring efficient office operations and providing exceptional support to both employees and our internal team. If you are eager to learn and enjoy a challenge, this could be an opportunity for you!

Detailed Work Activities

Front Desk Management:

• Greet and assist visitors in a professional and friendly manner.
• Manage incoming and outgoing mail, packages, and deliveries.
• Maintain cleanliness and organization of the front desk area.

Main Line Phone Calls:

• Answer and direct incoming calls to appropriate personnel.
• Provide information, take messages, and handle inquiries with tact and professionalism.
• Ensure prompt and accurate routing of calls to maintain smooth communication flow.

Calendar Management:

• Assist HR staff and CEO with scheduling appointments, meetings, and interviews.
• Coordinate meeting room bookings and ensure necessary arrangements are in place.
• Update calendars and notify relevant parties of any schedule changes.

Drug Test Administration:

• Administer drug tests for candidates as required.
• Maintain confidentiality and adhere to established protocols for drug testing procedures.
• Ensure proper documentation and reporting of results in compliance with company policies and legal requirements.

New Team Member Onboarding:

• Coordinate with HR staff to execute the onboarding process for new employees.
• Assist candidates in the office with the electronic onboarding process.
• Facilitate orientation sessions and assist with training arrangements as needed.

Filing and Record-keeping:

• Organize and maintain physical and electronic files for the HR department.
• File paperwork accurately and promptly to ensure accessibility and compliance.
• Assist with records management, including archiving, retrieval, and disposal as per retention policies.

Executive Team Assistance:

• Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf
• Maintaining comprehensive and accurate records
• Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department
• Managing the executive’s calendar, including making appointments and prioritizing the most sensitive matters

Expectations

• Providing exceptional service to the organization’s team members
• Flexibility to work outside of core business hours and weekends as needed
• Ability to be in the office full-time during normal business hours
• Must be able to prioritize and plan work activities to use time efficiently
• Must be organized, accurate, thorough, and able to monitor work for quality
• Experienced in using Microsoft Office Suite
• Must be able to communicate promptly and effectively

What We Offer

• Growth opportunity
• Our promotion philosophy is based on shared core values, matching strengths, and performance - not on tenure.
• Benefits package that includes medical, dental, vision, Short Term Disability, Long Term Disability and Life insurance.
• Bi-annual performance-based bonus eligibility
• Competitive PTO structure and six paid holidays