Administrative Assistant

ROLE: Administrative Assistant

DEPARTMENT: Human Resources

TYPE: Full-Time, On-Site required (not eligible for hybrid or remote work)

WORKING HOURS: 8:30 am-5:30 pm 

OUR IDEAL CANDIDATE

• Our ideal candidate is a highly organized, detail-oriented, effective communicator who thrives in a fast-paced environment. They are a problem-solver and relationship builder, with a can-do attitude and a strong desire to learn and grow.

ADMINISTRATIVE ASSISTANT ROLE OVERVIEW

• The Administrative Assistant position is one that maintains an efficient office environment through a variety of organizational tasks. This role manages all supply vendor relationships, processes and reconciles and makes payments for all supply accounts.
• The Administrative Assistant works directly with the HR/Admin team under the supervision of the Assistant HR Manager on a daily basis. The individual also works with all employees and departments as needed.

WHAT YOU’LL BE DOING

Administrative Support

• Direct all incoming calls, messages, and faxes to the appropriate employee.
• Supervise all incoming and outgoing company mail (UPS, FedEx, DHL, USPS, etc.), by tracking and delivering to the proper team.
• Serve as the primary contact for updates and management of the employee contact list, Call Tree and Org. Chart updates, administering Call Tree tests on a semiannual basis
  • JIRA / HRCM / Confluence
  • Communicate organizational updates to necessary parties (Marketing, PM, Admin and HRCM)
• Serve as point of contact for all staff needs, ensuring the highest level of customer service and supporting with ad-hoc departmental projects as needed.

Facility Management / Maintenance

• Order office supplies for onsite as well as for virtual GlobeTax employees, monitoring stock and ensuring that common spaces (including reception, kitchen, printing areas, and the pantry and supply closets) are stocked and organized in a neat manner. When requested, support employees by ordering notary supplies and keeping record of notaries at GlobeTax.
• Reconcile invoices according to order history to verify validity of charge and pay where necessary. Record charges in AmEx spreadsheet and document monthly expenses in the HR budget.
• Manage all incoming visitors, liaise with GlobeTax stakeholders and when requested, coordinate refreshments for client meetings.
• Serve as auditor for FedEx invoices, ensuring validity of all charges prior to payment. Compile and report monthly FedEx billing charges to employees where relevant.
• Catalog and verify outgoing and incoming payments for Finance/OPS when requested.
• Be proactive in recognizing and troubleshooting facilities related issues as they arise.
• Serve as point person for any maintenance vendor that comes onsite, ensuring that COIs are obtained where necessary, any onsite Network team member is available when needed and security protocols are followed.
• Act as liaison between GlobeTax and ONYP building management, providing requested tenant information and scheduling maintenance via Angus.

HR Team Support / Event Planning

• Assist the HR team in birthday and anniversary recognition, event planning and communications.
• Assist the HR team in research and planning of annual GlobeTax initiatives, such as Giving Back Week and Wellness Week.
• Support HR team with intern and temporary employee hiring and post-hire timesheet review
• Assist the HR team in coordination and completion of employee pre-onboarding and onboarding experience; including updates to the corporate org. chart and phone extension list, new hire desk set up, office tour, & creation of ID badge and building access card (process varies depending on onsite/virtual onboarding).

WHAT WE LOOK FOR

• 1-3 years of corporate admin experience
• Excellent verbal and written communication skills
• Associate’s degree required, Bachelor’s degree preferred
• Upbeat personality and strong presentation
• Professional interpersonal etiquette
• Ability to talk, listen, and speak clearly on the telephone
• Ability to manage heavy call volume
• Ability to organize, multi-task, and prioritize
• Works well independently and within a group
• Reliable, hardworking, and committed to providing top tier client service
• Excellent computer proficiency (particular in MS Office – Word, Excel, and Outlook)
• Ability to maintain regular, punctual attendance

WHO WE ARE

GlobeTax is the leading provider of withholding tax recovery solutions for financial institutions and their clients worldwide. We pride ourselves on cultivating subject matter expertise, pioneering innovative solutions, and maintaining industry leadership to achieve our vision that “No Investor Overpays Withholding Tax.”

WHY GLOBETAX

TRAINING

• All new hires are provided with rigorous training that offers a comprehensive view of the services industry, GlobeTax’s product offerings, and division of departmental responsibility. After onboarding, employees are offered frequent opportunities for training and education to foster continued career growth and development. 

COMPANY CULTURE

• In our recent Employee Satisfaction Survey, employees reported “Company Culture” as their favorite part of life at GlobeTax. Past events include boat cruises, softball games, bowling nights, trivia nights, happy hours, and more.
• During our “GlobeTax Gives Back” week, employees volunteer during work hours at a charity of their choice. Philanthropic opportunities are also organized on a regular basis.
• GlobeTax promotes health and wellness by organizing annual Wellness initiatives, offering annual company softball tournaments, and more.

BENIFITS AND PERKS

• GlobeTax is proud to offer a comprehensive Benefits Program, including medical, dental, vision, a 401k with company match, commuter savings, paid days off, sick days, and more.

ADDITIONAL INFORMATION

GlobeTax provides a reasonable pay range for all open roles, although specific salary is influenced by a variety of factors including but not limited to skill set, education, and level of experience. The starting salary range for this role is between $65,000-72,000.

ACCOMMODATIONS

The role requires moving or lifting items under 30 pounds, sitting for extended periods of time, and the ability to speak and hear. Specific vision abilities include close vision for data entry.

Reasonable accommodations may be made to ensure individuals with disabilities can perform essential functions. GlobeTax is an Equal Employment Opportunity Employer.