Administrative Associate I - South San Francisco, United States - Ascent Services Group

Description

Innova Solutions is immediately hiring an
Administrative Associate I

Position type:
Full-time Contract

Duration: 9 months and possibility for extension

Location:
SSF, CA-Hybrid (3 Days Onsite)

Shift: 1st Shift

As a
Administrative Associate I you will:


MORE INFO ON SKILL SET:

POSITION SUMMARY

Specific Responsibilities:

Role Overview

The Learning & Skill Development (LSD) Administrative Business Partner serves as the internal and external face/liaison between the team, leads coordination and execution of meetings with both internal and external stakeholders, manages communications for day-to-day operations, and plans small team events.

This person is responsible for a variety of administration and operational activities, in order to ensure smooth operation of departmental activities.

The position reports to the LSD Administrative Service Manager.


Key Accountabilities
Highly skilled in Google Suite and manage shared team drives and complex scheduling requests, potentially across multiple time zones
Advanced knowledge of available IT systems (ex: cSuite, virtual collaboration tools)
Manage relationships with internal and external stakeholders, often with a high level of confidentiality required
Plan large mid-level, internal meetings (e.g. department meeting, large team/committee)
Manage scheduling meetings with external business partners. Oversee preparation and post-meeting needs
Lead the planning & execution of internal meetings requiring webcasting, sophisticated technology, etc.
Independently lead the planning & execution of complex team offsites (involving multiple locations, days, activities, and/or travel needs)
Contribute to and assist with agenda and meeting material creation and distribution, flow of offsite events and meetings, etc
Attend all internal meetings & assist in note-taking and/or action item follow up
Draft email communications on behalf of manager, team, department, leader, etc
Manage departmental gSites, Currents, websites, newsletters, etc. (collect content, distribute information, oversee maintenance)
Coordinate collecting and implementing feedback for communications when applicable
Coordinate certain logistics of moves (space management), closely collaborate with administrative space planning lead
Manage candidate/interview process (hosting candidate, collecting feedback, preparing hiring/promotion package for review committee, partnering with Talent Acquisition and Hiring Manager throughout the process)
Manage administrative components and logistics of onboarding (ensure new hires have information for orientation, welcome events, new devices, etc.)
Manage and plan team building events & workshops
Keep up-to-date on available trainings and organize for team and/or other admins in dept
Process and manage vendor/speaker engagements, contracts and payments, etc
Define centralized office supplies process
Autonomously maintain department org charts
Lead, act and live our Operating Principles in all aspects of work
Complies with all laws, regulations, policies and procedures that govern the conduct of activities


LSD Functional Support:
Support the LSD Sr. Director with any administrative duties (i.e. Calendar/Expenses/Travel/Offsites & Onsites, etc)
Execute and maintain cohesive and effective administrative processes within LSD and its sub-functions in alignment with the LSD admin service level standards and shared services model
Collaborate with Management and Business Partners to identify and standardize operational processes
Coordinate and collaborate with other CMG Admin Teams as appropriate
Identify and implement ongoing process improvement opportunities across LSD
Participates in routine and ad hoc departmental meetings and other business reviews or meetings to remain, at all times, fully abreast and apprised of evolving business needs and requirements
Expected to share best practices within the department and cross-functionally, identify and communicate ongoing opportunities for continuous improvement, training, learning and operational excellence


Department Operations:

Maintain and evolve (as driven by changing business requirements) department-specific systems, technologies, and tools such as knowledge management systems, intranet portal, communications platforms, etc.

Qualifications
BS/BA degree or equivalent industry experience
An average of 5-7 years related administrative, operations or project management experience
Experience working with senior leaders/management
Ability to multitask, prioritize and execute tasks independently. May assist in the coordination of work flow among team members
Collaborative, initiates and facilitates team development, ensures all relevant or useful information within the team is shared, works with different functions to achieve the best overall outcome
Ability to handle and exercise judgment and discretion concerning sensitive, confidential and proprietary information
Demonstrates accuracy and attention to detail of own and other's work, communicates and ensures standards for accuracy and detail within the team
Based on breadth of experience, skill and strategic context, makes decisions independently and with minimal need of external input/validation
In depth knowledge of Microsoft Office (Powerpoint, Excel and Word), cSuite Tools (including gMail, gCal, gSheets, gSlides, Trello, Jamboard, gMeet, ZOOM) and able to provide instruction or training to others as needed


Our Operating Principles

Put Patients First:
I always act as if patients I know are in the room and do what's best for them.

Follow the science:
I seek answers through experiments, data and debate, and act on facts.

Act as one team:
I care, collaborate and commit without boundaries, and trust others to do their part.

Embrace differences:
I seek diverse perspectives, invite opposing views, and challenge myself and others.

Accelerate learning:
I push to learn new things even if difficult, and openly share my successes and failures.

Simplify radically:
I eliminate complexity, reuse with pride, and accomplish more with less.

Make impact now:
I take accountability to do what's right, deliver value fast, and don't wait for certainty.

Think long term:
I choose actions today that benefit future generations
Thank you

Deeksha Gupta
Team Lead - Recruitment





PAY RANGE AND BENEFITS:


Pay Range*: $19 - $22 per hour
*Pay range offered to a successful candidate will be based on several factors, including the candidate's education, work experience, work location, specific job duties, certifications, etc.


Benefits: Innova Solutions offers benefits( based on eligibility) that include the following: Medical & pharmacy coverage, Dental/vision insurance, 401(k), Health saving account (HSA) and Flexible spending account (FSA), Life Insurance, Pet Insurance, Short term and Long term Disability, Accident & Critical illness coverage, Pre-paid legal & ID theft protection, Sick time, and other types of paid leaves (as required by law), Employee Assistance Program (EAP).





ABOUT INNOVA SOLUTIONS:
Founded in 1998 and headquartered in Atlanta, Georgia, Innova Solutions employs approximately 50,000 professionals worldwide and reports an annual revenue approaching $3 Billion. Through our global delivery centers across North America, Asia, and Europe, we deliver strategic technology and business transformation solutions to our clients, enabling them to operate as leaders within their fields.


Website :



Innova Solutions is an Equal Opportunity Employer and prohibits any kind of unlawful discrimination and harassment. Innova Solutions is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment on the basis of race, color, religion or belief, national origin, citizenship, social or ethnic origin, sex, age, physical or mental disability, veteran status, marital status, domestic partner status, sexual orientation, or any other status protected by the statutes, rules, and regulations in the locations where it operates. If you are an individual with a disability and need a reasonable accommodation to assist with your job search or application for employment, please contact us at or Please indicate the specifics of the assistance needed. Innova Solutions encourages all interested and qualified candidates to apply for employment opportunities. Innova Solutions (HireGenics/Volt) does not discriminate against applicants based on citizenship status, immigration status, or national origin, in accordance with 8 U.S.C. § 1324b. The company will consider for employment qualified applicants with arrest and conviction records in a manner that complies with the San Francisco Fair Chance Ordinance, the Los Angeles Fair Chance Initiative for Hiring Ordinance, and other applicable laws" in the end of every posting