Position Summary:
Provides administrative support for Vice President of Human Resources and Administration, and the Admin Department. Assists in coordination of all operations of the department, including preparation of budgets, meeting agendas, minutes, documentation, and maintaining records. Works with department VP 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
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
- 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
- Coordinates preparation for Compensation Committee meetings, including preparing packet in Board document software, agenda and minute preparation; creates and maintains committee meeting processes and documents in imaging system
- Coordinates the annual CEO Evaluation process, to include correspondence, meetings, and documentation from dept VP, Committee members, Board of Directors, and Executives
- 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
- Responsible for the preparation, input and documentation of the Administration department budget process and tracks payables
- 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
- Works independently and within a team on special nonrecurring and ongoing projects
- Acts as project manager for special administrative projects, at the request of the VP, 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
- Researches, schedules, and coordinates external learning/training, such as CPR, harassment, and various others
- Administers the 5 Behaviors assessment and generates reports; participates in new hire orientation for same
Secondary Functions/Responsibilities:
- Other responsibilities and special projects as assigned
- Serves as backup to Human Resource Coordinator as required
- Serves as backup to the Facilities/Events Coordinator for building and invoice related activity
