In Philadelphia, we need a

Talent Admin Assistant

At Allen & Gerritsen we owe our success to our people and processes. The Talent Administrative Assistant is the supportive force behind both, and we are currently seeking someone exceptional to take the helm. The ideal person for the job will be a problem solver with excellent communication skills and impeccable attention to detail. This person will have previous experience working in an office environment, performing administrative tasks and providing support to coworkers. The ability to multitask, manage complex schedules, and meet changing deadlines is essential to the position.

Objectives of this Role

  • Serve as the eyes and ears of the office, providing information, answering questions, and responding to requests
  • Ensure optimal operation of office equipment, supplies, and inventories with preventive maintenance
  • Maintain workflow by analyzing and refining standard operating procedures, such as scheduling, communications, office layout, etc.
  • Coordinate internal and external resources to expedite workflow
  • Oversee and achieve organizational goals while upholding best practices
  •  

Daily and Monthly Responsibilities

  • Provide direct support to the talent team, including sourcing, onboarding, interview scheduling, email correspondence, and generation and distribution of memos, letters, spreadsheets, forms, and faxes
  • Maintain Talent personnel files, new employee records and ensure compliance of all employee files
  • Manage contact database, employee list, and inventories
  • Provide front desk coverage, including managing a busy, multi-line phone system, greeting guests who enter the office, managing incoming/outgoing mail and shipments, and maintaining an organized, clean office environment
  • Plan, organize, and schedule company meetings occurring in the office, offsite, and via video conference
  • Coordinate catering arrangements for all levels of employees as needed
  • Oversee and order office supplies and food deliveries for group meetings

If you've already mentally checked a bunch of these boxes, hit that Apply button. Let's see if we're a match.

Required fields are indicated with a "*".

Sent!
Check your inbox for a confirmation
message from us.

  • College degree
  • Previous success in office management
  • Experience managing budgets and expenses
  • Experience developing internal processes and filing systems
  • Comfortable handling confidential information