Job Title: Administrative Assistant (part-time) 
Duration: 8 Months 
Location: Portland, OR (hybrid) 

This is a part-time job of 20-30 hours a week. Flexible schedule 9AM-2PM or 8AM-12.30PM 

Key-skills: MS Office Suite, Prioritizing, Meeting Scheduling, Administrative Tasks. 

Top 3 Must-Haves (Hard and/or Soft Skills): 
1. Detail-oriented 
2. Microsoft Suite – particularly Outlook 
3. Customer service to all – managers, candidates, employees 
 
Top 3 Nice-To-Haves (Hard and/or Soft Skills) 
1. HR or Talent Acquisition experience a plus 
2. I-9 experience a plus 
3. Workday experience a plus 

Top Priority: 

• Getting proficient with client’s systems and instilling confidence with the recruiters that they are detail oriented to ensure a premium level of candidate and hiring manager experience. 

Challenges: 

The client’s calendars are always full, so finding times for panel interviews can be very challenging. 

Job Responsibilities: 

• Experience coordinating calendars and communicating with all levels of employees.  
• General Office Support/ Administration Provides administrative support to a manager and her/his team(s) or a facility 
• Receives callers and incoming mail and refers to appropriate key person  
• uses software applications to prepare emails, correspondence, reports, presentations, agendas, meeting minutes 
• Independently responds to routine correspondence and inquiries. 
• Communicates assignments and directives from manager to team; tracks and follows up to ensure completion. 
• Schedules meetings and appointments for managers and staff. 
• Coordinates, schedules, and confirms interviews; makes changes as needed or requested. 
• Plans and organizes internal senior team meetings and meetings with outside industry members/stakeholders and others; reserves meeting space, arranges catering and compiles and assembles participant packets and materials; reports and troubleshoots problems with facilities, office equipment or furniture. 
• Maintains administrative procedures; ensures that standards, policies and practices are followed.  
• Handles all administrative tasks or issues that arise not requiring the attention of the manager or other staff; ensures efficiency and organization of office operations. 
• Communicates directly and on behalf of the manager with staff and managers from other departments on matters related to the manager’s priorities and views; maintains awareness of issues occurring in the environment and makes manager aware of those needing attention. 
• Maintains and updates all physical and electronic files and records; maintains and updates procedural documents, guides and manuals, supports audits as needed. 
• Personnel Administration Support Initiates personnel action requests and requisitions on behalf of manager 
• Coordinates/interfaces on recruiting/hiring actions; coordinates new employee onboarding activities, e.g., obtaining computer and security access. 

Functional Competencies 

• Intermediate knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition and grammar. 
• Intermediate knowledge of clerical/administrative procedures, requirements and techniques involved in carrying out an organization's work. 
• Intermediate skills in applying procedures and practices within the framework of established guidelines. 
• Intermediate knowledge of the organization, functions, key personnel, and sources of information of the department/facility served.  
• Basic knowledge of state and federal employment and wage and hour laws. 
• Basic knowledge of client’s policies, procedures, benefit plans and collective bargaining agreement.  
• Basic knowledge of client’s policies and procedures for recruiting and hiring.