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Office Assistant/HR Assistant Bilingual
The primary role of the Office Assistant is to greet, assist, provide direction, and information to clients, employees, visitors, and other guests. Provides high-level administrative support to leadership, ensuring the smooth operation of offices and supply ordering. This role requires high confidentiality, proactivity, and the ability to anticipate the needs of different departments, while managing complex schedules, communications, and projects with a high level of professionalism.
Job Duties:
- Greet clients, visitors, employees, and guests per company hospitality standards; determine the purpose of each person’s visit and direct them to the appropriate location.
- Answers, screens, and directs phone calls to staff; takes messages, schedules appointments, and manages meeting room calendars. Handle matters independently.
- Receives mail, documents, packages, and courier deliveries and delivers and/or distributes items.
- Prepare and edit correspondence, communications, presentations, and reports for leadership review. Deep Dive presentations, expense reports, town halls, etc.
- Prepare outgoing mailings of company merchandise / departmental items to plant locations.
- Effectively “Open” and “Close” the office each day, ensuring that it is ready for business operations.
- Assist with the company's on-site meeting functions, including catering, meeting space set-up, planning, and ongoing activities- leadership level events.
- As requested, attend meetings, record minutes, and track follow-up items to ensure accountability.
- Manage the ordering, inventory, and maintenance of office and kitchen supplies.
- Validate and reconcile invoices and forward to the appropriate manager for approval, ensuring allocations are recorded accurately.
- Oversee the uniform delivery process, including ordering, inventory management, distribution, vendor communication, and ensuring timely delivery for staff.
- Support Human Resources functions with the ordering and/or preparation of items for new hires.
- Manage employee locker assignments and badge access, maintaining accurate records and ensuring timely issuance for new hires and replacements.
- Maintain office décor in support of holidays and key events. Create welcome signs.
- Support Operation Departments by facilitating and optimizing the operational workflow as requested.
- Additional projects and duties as assigned by the HR Manager, Plant Manager, or Departmental Managers.
Qualifications:
- Associate’s degree in business administration, communications, or related field (preferred).
- 3–5+ years of experience in an executive assistant, administrative assistant, or similar role.
- Advanced proficiency in Microsoft Office Suite and digital collaboration tools (Teams, SharePoint, Google Workspace).
- Exceptional organizational and time management skills, with the ability to prioritize competing demands.
- Strong written and verbal communication skills with executive presence.
- Proven ability to maintain confidentiality and handle sensitive information.
- High degree of professionalism, discretion, and judgment.
Bilingual (preferred)
Long Term
$22.00-23.00/hr
Philadelphia, PA 19120
Please send resumes to igonzalez@elitestaffinginc.com
All employees of Elite Staffing must be 18 years or older and authorized to work in the United States.
Elite Staffing, Inc. is proud to be an equal opportunity employer. Our policy of equal employment opportunity is to recruit, hire, train and promote persons without regard to race, color, religion, national origin, sex, age, disability, handicap or any other protected status.