Provides administrative support for the Vice President of Human Resources and Administration, Communications and Business Services Manager, and provides backup and assistance for the Facilities and Event Coordinator. Assists in the coordination of all operations of the department, including meeting agendas, minutes, documentation, and maintaining records. Works with the department VP and HR Coordinator in the set-up, implementation, and administration of various learning and/or training programs and initiatives.  

Reporting Relationship:

Reports directly to the Vice President of Human Resources and Administration and receives supervision from the Communications and Business Services Manager.

Essential Functions/Responsibilities:

• Works in a cooperative manner with management, coworkers, customers, and vendors; seeks to support LAMMICO’s mission and vision in daily operations
• Meets assigned target dates and objectives; helps ensure that department quality, service, and productivity standards are met 

Administration

• Provides administrative support to VP on a daily basis, and general operations support and coordination for the Administration department as needed
• Maintains diary system for accurate and timely follow-up of work in progress in department and for recurring time-sensitive tasks or projects; organizes and priorities workload to meet deadlines
• Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department, monitors certifications for appropriate HR and Admin staff
• In conjunction with the Payroll Administrator, responsible for the coordination of the annual metrics book, including the preparation of records, statistics, and reports
• Creates and maintains filing in imaging system and department electronic drives, keeps accurate records, provides explicit documentation, and ensures all correspondence is appropriately placed in files
• Acts as a liaison with other departments and outside agencies, including high-level staff such as CEOs, presidents, and Board and Committee members; handles confidential and non-routine information and explains policies when necessary
• Acts as project manager for special administrative projects, at the request of the VP or Manager, which may include planning and coordinating multiple presentations, disseminating information, creating documents; Tracks status of department projects, and prepares periodic status reports
• Administers cybersecurity training program for the company, researching and making recommendation to the security team, monitors progress and generates reports for management
• In conjunction with the dept VP, creates and communicates the annual company learning campaign; monitors budget and spending for same; monitors employees’ progress and generates management reports
• Assists in researching, schedules, and coordinates external learning/training, such as CPR, harassment, and various others

Facilities

• Responsible for cleaning and refilling the coffee machines
• Responsible for preparation for Popcorn Thursdays

Facilities Backup

• Purchasing office supplies, equipment, furniture, stationery and printing services, and signage; choosing and coordinating all related vendors
• Coordination of projects involving the construction and modification of LAMMICO spaces
• Coordination of interoffice moves and rearrangement of furniture Assists in maintaining appropriate records, files, and documentation, and works with imaging software for filing and bill pay management
•  maintains kitchen supplies for the entire company; receives deliveries and ensures conformance to purchase orders in terms of quantity and quality
• Under direction of the Manager, Coordinates planning and implementation of corporate and employee events, including space, food, entertainment and marketing of events

 Secondary Functions/Responsibilities:

• Serves as backup to Human Resource Coordinator as required
• Serves as backup to the Facilities/Events Coordinator
• Other responsibilities and special projects as assigned

Required:

• High school diploma
• Experience in an administrative or facilities role
• Strong customer focus and team orientation
• Ability to appropriately handle confidential or sensitive company information
• Excellent communication skills with the ability to interact and work effectively with employees at all levels within the organization, as well as with vendors and building management
• Ability to manage time, set priorities and work independently
• Basic proficiency in the use of Microsoft Office Programs

Desired:

• Previous experience in supply and equipment purchasing, and vendor relations, and/or building management relations