Benefits:

Competitive salary

Health insurance

Paid time off

Training & development

Tuition assistance

The Lead Administrator aspect of this role will support the central administrative actions of Seeds of Creation, an administrative services company supporting common functions for a wide range of affiliated small businesses. This will include supporting/guiding Office Managers, Administrators, Business Managers and other business leaders to guide and advise in their respective roles, and provide support services. The primary supporting action for this position is with Human Resources recruiting, hiring, training and performance management support.

The Executive Assistant aspect of this role will directly support the CEO of Seeds of Creation with a wide variety of activities, from business and personal calendar management, to travel planning, event planning, support for business meetings, and limited personal assistant actions (e.g. coordinate auto maintenance, home maintenance, etc.). The candidate must also demonstrate a keen loyalty and dedication to the CEO and be finely tuned to his thought pattern.

To be successful in this position, the candidate must have the demonstrated ability to strategically plan workflow and be results-oriented. The ideal candidate will be experienced in handling a wide range of administrative and executive support-related tasks with integrity, and will be able to work independently with little or no supervision. This person must be exceedingly well organized, capable to solve a wide variety of problems, flexible and enjoy the challenges of supporting growing businesses across a wide array of business types, and employee groups.

The ability to interact with staff, partners and clients (at all levels) in a fast-paced environment, sometimes under pressure, remaining steady, compassionate, and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert level written and verbal communication skills, attention to detail and practical problem-solving skills are equally important.

Key Attributes:

Team Builder

Identifies tasks that need to be accomplished & collaborates with others to get things done

Clear communication – verbal and written

Enjoys working with others & works well in a team at all levels when needed

Process Oriented

Participate in all business processes, & can work with the team to improve processes

Enjoys continuous learning and improvement of management skills, logistics, resulting in a safe and efficient work environment, and high-quality product for our customers

Utilizes company provided workflow tools to complete actions, and support action completion for the overall team and client-companies

Maintain Compliance

Ensure all Company Processes are complied with

Ensure all Customer-Client requirements are complied with (e.g. functional requirements, budget, timeline, etc.)

Ensure all Regulations are complied with (e.g. OSHA, DOT, FAA, etc.)

Primary Accountabilities:

Human Resources

Recruiting in support of affiliated companies (e.g. via online platforms, coordinating career fair attendance, maintaining career pages on company websites, etc.)

Coordinating interviews (with company managers), background and reference checks

Onboarding (e.g. completing I9, tax forms, orientation, etc.)

Training on company processes (e.g. Use of company-developed database systems, facilitating external training completion, etc) via a variety of formats: In-person, screen-share, pre-recorded video, etc.

Facilitating/Coordinating HR Standard Process (e.g. facilitating ‘check-in’ and formal reviews with managers, performance improvement process when needed, termination process when needed)

Facilitating benefits programs (Medical Insurance, Retirement Plan, Life Insurance, PTO, etc.)

Running payroll

Document/Resource Development & Management

Develop Presentations, Flowcharts, Business Intelligence reports

Originate and Revise Business Documents (e.g. Employee Handbook, Resolutions, Corporate Minutes, etc.)

Organize online resources in our intranet database (e.g. corporate documents, policy documents, forms, etc.).

Organize printed material resources in filing systems (e.g. employee documents, corporate documents, etc.)

Work with legal and accounting professionals to incorporate recommended changes to documentation

Finance Support & Bookkeeping

AR/AP for Seeds of Creation, and occasionally in support of affiliated companies.

Complete bookkeeping tasks for Seeds of Creation and smaller affiliated companies (e.g. using QuickBooks or similar software) Note: This role is supported by professional Accountants, and bookkeepers will continue to support the larger affiliated companies.

Generate financial reports and presentations

General Organization Support

Call Screening, taking messages and responding to inquiries

Travel arrangement (self-operated and commercial/charter)

Coordinate and facilitate events (e.g. seminars, training events, webinars, team building events, employee appreciation, etc.).

Correspondence generation on behalf of company, executives, managers

Support affiliated company leaders (e.g. General Managers, Director's, Business Managers and Administrators).

Job Qualifications:

Minimum Education: Bachelor-Level Business Administration, technical training or related degree/certificate program.

Minimum Experience: 7 Years in related executive administrative support role

Proficiency with a wide range of commonly used business software technologies (e.g. Windows, Mac OSX, Web-Apps, Database tools, Business Analysis tools, Word processor, Spreadsheet, Presentation applications, etc.)

Ability to learn and train other users on new software technologies.

Competencies:

Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives.

Problem Solving - Identifies and resolves problems time efficiently; Gathers and analyzes information; Develops solutions; Works well in group problem solving situations; Uses reason.

Oral Communication - Speaks clearly and persuasively; Listens and gets clarification when necessary; Responds informatively to questions; Demonstrates group presentation skills; Participates in meetings.

Written Communication - Writes clearly and concisely; Edits work; Varies writing style to meet specific needs; Presents data effectively; Able to read and interpret written information.

Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality. Acute attention to detail.

Adaptability - Adapts to changes in the work environment; Manages competing demands; Able to handle frequent change, delays, or unexpected events.

Computer - General software end-user learning aptitude essential. Aircraft Maintenance Software, MS Windows, MS Office, etc.

Good judgment with the ability to make timely and sound decisions.