Administrative Assistant

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Administrative Assistant

Part Time

Westmont, IL (WFH/ Onsite if Required)

Experience :

2+ years

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Job Summary:

We are seeking a detail-oriented and organized Administrative Assistant to join our Human Resources team. The ideal candidate will play a critical role in supporting the employee onboarding process, conducting reference and background checks, and assisting with pre-screening interviews. This position requires strong communication skills, a high level of confidentiality, and the ability to manage multiple tasks efficiently.

Key Responsibilities:

- Employee Onboarding:
  - Manage and coordinate the onboarding process for new hires, ensuring all required paperwork and documentation is completed accurately and in a timely manner.
  - Schedule and facilitate orientation sessions for new employees, including training on company policies and procedures.
  - Assist in the creation of onboarding materials, welcome kits, and presentations.
  - Ensure compliance with all federal, state, and company regulations during onboarding.
- Reference and Background Checks:
  - Conduct reference checks by contacting previous employers and verifying employment details.
  - Administer background checks in accordance with company policies and ensure timely follow-up on any flagged results.
  - Maintain accurate records and documentation of all reference and background check activities.
- Pre-Screening Interviews:
  - Assist the HR team by conducting initial phone or video interviews with candidates to assess basic qualifications and fit for the role.
  - Schedule interviews with hiring managers and track interview progress.
  - Provide feedback to HR and hiring managers based on pre-screening results.
- General Administrative Support:
  - Maintain and organize employee records, ensuring accuracy and confidentiality.
  - Assist with other HR administrative tasks as needed, including scheduling meetings, preparing reports, and managing employee inquiries.
  - Support recruitment efforts by posting job ads, managing resumes, and maintaining candidate databases.