Corporate Administrative Assistant (On-Site)

Shepard Exposition Services is seeking a Corporate Administrative Assistant to provide a full range of administrative support to Shepard's human resources, payroll, travel, and accounting departments including but not limited to answering phone calls, ordering office supplies, sorting and delivering mail, completing monthly expense reports, and conducting departmental audits.
This role will be cross-departmentally trained to provide additional support to the human resources, payroll, or travel departments as required based on business needs.
Essential Job Duties
Payroll- 40%

• Cross-train as a Payroll Associate and serve as a backup to the payroll department during busy trade show seasons
• Assist with processing weekly child supports, garnishments, and levies as needed
• Assist with the filing of union timecards and personnel documents

Human Resources- 30%

• Compile monthly, quarterly, and annual HR metrics
• Assist with auditing and organizing personnel files
• Maintain company organizational charts
• Prepare memos and correspondents for the VP, Human Resources
• Support HR Generalists with recruiting and onboarding efforts as needed
• Create and run departmental reports as needed
• Assist with I-9 auditing and recordkeeping

Travel- 20%

• Assist with the processing of weekly per diem and mileage payments
• Prepare, review, and process Travel Coordinator’s monthly expense report for ES (Exposition Services) and AV (Audio Visual)
• Support the Travel Coordinator with time-sensitive executive tasks and travel coordination as needed

General Administrative Duties- 10%

• Retrieve and distribute incoming mail and deliver outgoing mail to USPS, UPS, or FedEx
• Run errands as required for the human resources, payroll, travel, and accounting departments
• Order, stock, and distribute office supplies
• Assist the accounting team with filing
• Greet and assist guests visiting the corporate office
• All other duties as assigned
• Screen incoming calls and direct them to the appropriate personnel
• Treat all internal and external customers with courtesy and respect, as outlined in our Blue Diamond Customer Service Program

Requirements

• Ability to work on multiple tasks simultaneously in a fast-paced environment
• Ability to perform as a responsible ESOP owner
• Demonstrate Core Values of Caring, Commitment, Integrity, Spirit, Responsiveness, Inclusive, and Teamwork
• Previous experience working as an HR/Payroll administrative assistant or administrator a plus
• High School Diploma or equivalent
• Proficiency in Windows-based Microsoft Office products; experience working with HRIS programs a plus
• 3-5 years of administrative support experience required
• Excellent verbal and written communication skills
• Administrative experience supporting multiple departments and/or managers preferred
• Ability to maintain confidentiality
• Excellent organizational skills and attention to detail

Shepard is an Equal Opportunity Employer. We do not discriminate on the basis of race, religion, age, color, sex, gender identity, sexual orientation, non-disqualifying physical or mental disability, veteran status, or other non-merit factor. All employment decisions are made based on business need, job requirements and individual qualifications, and merit.