Administrative Assistant - Part-time at Let's Pave

Description

The Administrative Assistant plays a key role in supporting Human Resources, Finance, and the Executive Team while ensuring smooth day-to-day office operations. This position requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate is proactive, resourceful, and able to maintain confidentiality while delivering high-quality administrative support.

Essential Duties and Responsibilities:

Office Maintenance

• Act as the primary point of contact for property management and building services.

• Oversee office and kitchen supply ordering, stocking, and general upkeep.

• Process incoming and outgoing mail and deliveries.

• Schedule and coordinate company-wide meetings and events, including preparing decks and materials.

• Answer phones and route calls as appropriate.

• Answer the door and greet guests, ensuring a professional and welcoming experience. 

• Support general administrative needs, including printing, scanning, and document preparation.

Human Resource Support

• Assist with employee onboarding and offboarding processes, ensuring a seamless experience for new hires and exiting employees.

• Maintain and update employee files in compliance with record retention policies.

• Update and maintain the integrity of the HRIS, ensuring accurate employee data and reporting.

• Support payroll preparation and administration tasks.

• Schedule candidate interviews and coordinate logistics with hiring managers.

• Contribute to ad hoc HR projects as assigned.

Finance Support

• Process check deposits and assist with accounts payable checks.

• Handle tax documents and ensure proper filing and distribution.

• Coordinate and manage audit letter responses and related documentation.

IT Support

• Handle inventory of technology accessories.

• Update and maintain integrity of company phone list.

• Provide administrative support for meeting management application.

• Partner with external IT support as needed.

Executive Support

• Assist the CEO and executive team with calendar management and scheduling.

• Plan and coordinate board-related activities, including dinners and travel arrangements for executives and external board members.

• Prepare board meeting materials, including decks and supporting documents.

• Provide support on ad hoc projects and initiatives from the CEO or executive team.

Be a Value-Added Member of the Team

• Maintain close, positive working relationships with all staff and colleagues.

• Represent the company favorably to customers and vendors at all times.

• Follow existing procedures, including accounting procedures, and provide feedback for improvement whenever possible. 

• Be willing to “step up” to positively lead colleagues and subordinates. 

Additional Responsibilities

• Perform ad-hoc projects and other duties as assigned. 

• Participate in required training and certifications to stay current with industry standards and company practices. 

Requirements

Preferred Qualifications:

• 3+ years of administrative support experience; prior HR or Finance support experience a plus.

• Strong organizational skills with the ability to multitask and prioritize.

• Excellent written and verbal communication skills.

• Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with the ability to create polished presentations, manage spreadsheets with formulas, and format professional documents.

• Ability to handle sensitive and confidential information with discretion.

• Detail-oriented and proactive problem solver.

• Experience with HRIS or payroll systems preferred.

Position Type/Expected Hours of Work:
This is a part-time position with a typical workweek of 29 hours, with additional hours as needed to support business operations. Employees may be eligible for a hybrid or remote work arrangement, based on their proven track record and location eligibility. 

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. Must also have ability to sit and stand appropriately for 8 or more hours at a time. Occasionally lifting 25-50 lbs.

Other Duties: 

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of an employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Expected Salary Range:

The expected salary range offered for this position is $35,000.00 - $60,000.00 annually. Actual pay will be adjusted based on various factors including but not limited to, experience, role-related knowledge and skills, relevant education or training, geographic location, and other job-related factors as permitted by law. Depending on the position offered, the compensation package may also include incentive compensation opportunities in the form of a discretionary bonus or commissions.

More About Let’s Pave

Let's Pave is a leading paving, roofing, and fencing services contractor with enterprise customers throughout North America. Through driving information technology, management consulting and creative 

capabilities, we deliver vision, execution and value with an outstanding customer experience, business optimization and industry solutions.

Our work enables clients to improve productivity and competitiveness; grow and strengthen relationships with stakeholders and partners; and reduce costs. Let’s Pave professionals serve clients from a network of offices across North America.

We are proud to offer a the below benefits to support your well-being and professional growth, including:

• Hybrid work environment

• Employee growth and development program to support your career advancement

Join our team and enjoy a workplace that values your success and work-life balance!