Innovative Systems is growing — and looking for talented, energetic individuals who want to advance their careers in an exciting, professional work environment.
As an industry-leader in the development of enterprise data management and regulatory compliance solutions, our teams enjoy working with Fortune 1000 firms worldwide.
So if you are looking for a challenging career with a company on the move — plus an excellent benefits package — apply now for the position that inspires you.
Innovative Systems, Inc. is seeking an outstanding individual to be part of our exceptional organization! This is a highly visible and esteemed role. You will provide administrative support to our executive and human resource teams that is essential to the smooth operation of Innovative. The successful candidate will be highly competent and possess excellent judgment, confidentiality, professionalism, a superior service-oriented focus, and be motivated and interested in administrative work.
What will I be doing?
The ideal candidate is a consummate problem-solver who maintains strong work relationships across all levels of the organization and our clients. They possess a naturally positive attitude that will be supportive of Innovative’s exceptional values, goals and culture. Your day may include:
GENERAL ADMINISTRATIVE RESPONSIBILITIES
Support the CEO and Executive Assistant in day-to-day operations; prepare for meetings and maintain schedules; anticipate and identify where problems might arise
Support other executive/management personnel as requested
Provide backup to the Executive Assistance and other administrative staff (local/international)
Anticipate needs of executives and identify where problems might arise
Assist with planning, coordinating, and scheduling of meetings, employee events, conferences, teleconferences, conference rooms, catering and travel for the CEO, Board of Directors, and others
Type, design, and edit correspondence, documents, memos, proposals, presentations, organizational charts, reports, tables, graphs, and other communiques as needed
Develop and maintain efficient processes for tracking, setting and providing reminders of needed actions by the CEO and others
Provide input and assist with development and revision of departmental operating practices, record-keeping systems, forms control, and other process improvements and changes
Prepare for and help coordinate visitor and remote employee office visits; meet and greet
Coordinate international and domestic travel including air travel, car services, and accommodations
Manage or assist with research and special projects
Perform all responsibilities with utmost attention to detail, confidentiality, professionalism, timeliness, and accuracy
HUMAN RESOURCES/STAFFING SUPPORT
Assist with employee onboarding, annual employee review process, and other staffing-related needs
Maintain applicant/employee confidentiality in accordance with our data protection policy and procedure
Assist with pre-employment processes and documentation, including background and reference checking
Set up folders, file papers, employee records, and documents appropriately (paper and electronic)
COMMUNICATION and GENERAL ACCOUNTABILITIES
Cultivate and nurture internal and external client confidence and trust
Protect Innovative’s operations and staff by keeping information confidential
Maintain a positive and professional work atmosphere through actions and communications that facilitate positive relationships internally and externally
Stay on top off and effectively prioritize daily activities, requests, and open items
Establish streamlined processes whenever possible
Provide effective, proactive, and timely follow up
Maintain open communications with management
Support Innovative's vision, mission, strategies, and ethical standards
Other responsibilities as required
What qualifications and skills do I need?
High school diploma; college degree desirable
Exceptional written/verbal communication skills, initiative, resourcefulness, thoroughness, with strong interpersonal skills and positive attitude.
Mastery of the tools of the trade:
Advanced knowledge of Microsoft® Outlook®, Word®, Excel®, and PowerPoint®
Basic mathematical skills
Typing minimum of 50 WPM
Excellent proof-reading, grammar and written communication skills
Demonstrated ability to perform research and analysis; develop and communicate thoughtful recommendations
Excellent attention to detail with superior organizational and time management skills
Proven self-starter with excellent ability to work independently with minimal guidance and supervision
Ability to adapt to frequently changing priorities
Ability to multi-task, meet stringent deadlines, keep a fast pace under pressure, and show good attention to detail while consistently striving for accuracy
Professional presence and demeanor
Thirst for on-going learning and self-improvement
Demonstrates personal pride and accountability for a job well done