Administrative Assistant | Hybrid

at HireVue in Springfield, Illinois, United States

Job Description

HireVue is where hiring happens – transforming the way organizations discover, engage, and hire the best talent. Connecting companies and candidates anytime, anywhere, HireVue’s end-to-end hiring platform features video interviewing, assessments and conversational AI. The industry leader in science backed, modern hiring solutions powered by ethical AI, HireVue has hosted more than 70 million video interviews and 200 million chat-based candidate engagements for over 1200 pioneering customers around the globe.

The Administrative Assistant role provides support to Executive Team members, People Success team, and the team of Executives Assistants. Day-to-day responsibilities require adaptability, prioritization, organization and initiative. Using exceptional communication skills and multitasking abilities, the Administrative Assistant effectively manages broader administrative projects, helps the People Success team execute internal initiatives, and manages Executive Team members’ calendars and expenses.

This role also supports our South Jordan, UT office by greeting visitors, handling incoming and outgoing mail and shipments, managing office supplies and snacks, acting as on-site point of contact for property management, facilitating office visits and team meetings, and otherwise being the face of HireVue’s Headquarters. There may also be opportunities to assist in event coordination outside of the HQ.

The Administrative Assistant is required to be in-office at least two days per week. There will be occasional weeks when more in-office days are required, depending on administrative needs and event schedules, both of which will be communicated with advance notice.

To perform this job successfully, an individual must have the confidence, skills, and abilities identified below and perform each essential duty and responsibility satisfactorily, either with or without reasonable accommodation.

The below is intended to describe the general content of and requirements for the performance of this job and is not to be construed as an exhaustive statement of essential functions, responsibilities, or requirements.

Please note that this is a new position and duties and responsibilities are subject to change.

Essential Duties and Responsibilities

+ Support day-to-day requests from the People Success team, managed executives, and Executive Assistants in a fast-paced, hybrid environment

+ Manage calendars for assigned executives and company calendar

+ Oversee office administration email inbox

+ Assist in managing visitors at HQ and coordinating special projects and activities, as needed

+ Answer, screen, and place phone calls; sort and prioritize mail; manage information flow, including data entry and retrieval

+ Maintain and order supplies for office and snacks

+ Ship inventory and equipment to employees, clients, and vendors

+ Organize on-site meetings/events at HQ, including reserving conference rooms, coordinating catering, and booking travel and accommodations.

+ Track inventory of office supplies

+ Process receipts and expense reports for executives, ensuring compliance with company policies

+ Submit Purchase Orders and manage approval process with Finance Team

+ Coordinate presentation materials for the People Success team, including monthly Town-Hall presentations

+ Submit and monitor status of IT tickets for Leadership and New Hires

+ Operate Employee Gift Programs by reviewing and executing requests for gifts and gift cards, while monitoring approvals fromFinance Team

+ Bachelor’s degree or equivalent work experience

+ 2+ years of experience in an administrative support role

+ Experience supporting multiple executives is preferred

+ Demonstrated success where personal results and accountability are evident

+ Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

+ The capacity to independently see a project through from start to finish

+ Proficiency with Google Workspace, Slack, Zoom

+ Experience working at a start-up or rapidly-growing company preferred

+ Enthusiastic, self-motivated and with a can-do attitude

+ Excellent communication skills

+ The inclination to build relationships across groups and levels

+ Strong work ethic and high level of integrity

+ Ability to maintain strict confidentiality and practice discretion in your everyday work

+ Agile and flexible in response to changing priorities and needs with the ability to pivot quickly

+ Thrives in an unstructured environment, and at times, with minimal direction

Travel Expectations – Occasional travel in support of company meetings may be required.

This is a hybrid position; there is an expectation that the individual in this role will report to the South Jordan, UT office on a part-time basis weekly.

Flexible Paid Time Off | Medical, Dental, Vision | 12 Weeks Maternity & Adoption | 401K match

Click Here for US Benefits (https://c.smartrecruiters.com/sr-company-attachments-prod/528a5b14e4b0cd66086e553e/024d07a5-7d49-48c3-9738-bbbfadaa971b?r=s3)

HireVue is committed to equal treatment and opportunity in all aspects of recruitment, selection, and employment. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other category protected under the law. HireVue is an equal opportunity employer; committed to a community of inclusion, and an environment free from discrimination, harassment, and retaliation. All your information will be kept confidential according to EEO guidelines.

HireVue is NOT currently hiring:

AK, IA, ME, MS, NM or WV.

\#remote-us