Assistant -Admin

We are seeking a proactive and detail-oriented Administrative Assistant to join our team. In this role, you will serve as a vital operational backbone for both the Organizational Development (OD) and Talent Acquisition (TA) teams. Essential Functions Event Production & Training Logistics Act as the live Zoom producer for the Vulcan University Pop-Up series, managing speaker coordination, live tech support, and post-program wrap-up. Manage end-to-end logistics for meetings and in-person training events, including venue sourcing, room setup, catering, hotel blocks, audio/visual equipment, and printed materials. Support the 4-year Operations Management Development Program by tracking attendee progress, scheduling modules, and coordinating logistics. Maintain shared department and enterprise training calendars, distributing timely event reminders and updates. Serve as a secondary LMS Administrator, helping assign training, record credits, and troubleshoot employee inquiries. Communications & Department Support Design and deploy organizational communications (Pop-Ups, Vulcan Scholarship announcements, training alerts, and Cut Sheets) using Campaign Monitor. Build visually engaging presentations and slide decks using Google Slides, PowerPoint, and Canva. Maintain and quarterly audit the enterprise Talent Room. Coordinate with Divisional HR to manage subscriptions and distribution for enterprise Employment Posters. Coordinate candidate travel and expense reimbursement. Maintain the OD Website Financial & Administrative Operations Manage vendor relationships, ensure timely service delivery, validate and accurately code all purchase orders and invoices. Assist team members with expense report preparation and submission. Maintain accurate records for procurement card (P-Card) charges, ensuring adherence to internal financial compliance policies. Perform other administrative and operational duties as assigned. Critical Competencies Software Mastery: Advanced proficiency in Google Workspace (Sheets, Slides) and Microsoft Office (Excel, PowerPoint). Communication & Event Tools: Experience with or adaptability to email platforms (e.g., Campaign Monitor) and video conferencing tools (e.g., Zoom Producer controls). Experience with LMS platforms (e.g., Cornerstone) is a plus. Detail Orientation: Exceptional accuracy in data entry, expense coding, calendar coordination, and written copy editing. Interpersonal Skills: Strong written and verbal communication skills with a proven track record of engaging professionally with leadership, employees, and external vendors. Integrity & Discretion: Demonstrated ability to handle sensitive information with absolute confidentiality and adhere to strict ethical standards.