Provide direct support to the Vice President and Directors. Serve as a liaison between the Vice President and the Human Resources and Support Services staff and other departments within KFB. Provide general administrative support, HR area coverage, demanding calendar management, meeting and detailed travel arrangements, expense reports, department budget management and correspondence.
Responsibilities:Manage Vice Presidents calendar including travel arrangements and ensuring that meetings are scheduled and updated efficiently and on a timely basis.
Establish and maintain professional relationships with the Human Resources and Support Services staff and all KFB stakeholders.
Compose communications and presentations for the Vice President and Directors. Ensure accuracy by editing and proofing documents.
Manage sponsorships, registration process, overall event budget, and expense reconciliation for the annual Clays for Cause event.
Demonstrate strong organizational skills and the ability to handle multiple changing agendas in a quick-paced and deadline-driven department.
Provides administrative support for employment-related activities, events, and projects as needed.
Oversees the recordkeeping/retention function to ensure compliance with legal requirements.
Makes decisions in the absence of management and communicates the information as requested.
Administers the employee service award program.
Makes recommendations to optimize efficiencies in department processes.
Performs special and confidential projects.
Plan and manage the department budget.
Administers the annual Wendell E. Howard Scholarship, as well as other annual external contributions and Scholarships.
Coordinates State Fair involvement by requesting volunteer support from the department and organizing information for the events team to assign volunteers.
Audits, reconciles, and processes invoices for the department.
Regular, predictable attendance as employee has to physically be in the office.
This list of essential functions is non-exhaustive and may be supplemented as necessary.
JOB SPECIFICATIONS
Physical demands: Normal vision/hearing (with or without correction); Speaking; Sitting.
Mental demands: Flexibility to respond quickly to changing priorities; Ability to handle sensitive issues in a confidential manner; Frequent interruptions and high volume; Mature judgment; Critical thinking.
Environment factors: Standard office lighting, temperature, and noise.
Equipment: Telephone; Keyboard (typewriter and PC); Calculator; Office machines (fax, copier, shredder, computer printers).
Qualifications:Associate’s degree preferred. A combination of formal education, training and experience to acquire knowledge and skills generally equivalent to those possessed through two years of college.
Administrative assistant work experience preferred.
Human Resources background preferred.
Ability to perform multiple tasks and handle changing priorities successfully in a fast paced environment with little supervision.
Flexible, high-energy, forward-thinking/planning result-oriented individual with strong follow through and organizational skills.
Must possess a high degree of integrity when dealing with confidential and sensitive information.
Must be able to work well with people at all levels of the organization, internal and external.
Assertiveness and ability to recommend process innovations and improvements.
Strong working knowledge of MS Office and Outlook.
Excellent oral and written communication skills.
Strong organization and interpersonal skills.
Accuracy and attention to detail essential.