QUALIFICATIONS

The requirements listed below are representative of the knowledge, skill, and/or ability required for this position.

EDUCATION AND EXPERIENCE

• High School diploma or equivalent.
• Minimum of 2 years experience in administrative work.

KNOWLEDGE AND EXPERIENCE

A high quality Administrative Assistant will have a broad base of knowledge in the areas of office administration, human resources, non-profit organizations, finance and budgeting. This must be supported by computer proficiency, and above average communication and organizational skills.

• Must have thorough understanding of all computer applications used by the company;
• Ability to utilize computer programs for email, document creation and spreadsheet development on a Mac;
• Must be interested in learning plant terminology, plant identification and care.
• Must have a working knowledge of common office equipment, for example copiers, laminating machines, etc.;

LANGUAGE SKILLS

• Ability to read and interpret documents written in the English language.
• Articulate and professional speaking abilities.
• Exceptional listening skills including the ability to recognize non-verbal cues, interpret nuanced messages and communicate information to others.
• Excellent presentation and negotiation skills in one-on-one and small group situations.

ADDITIONAL REQUIREMENTS

• Regular attendance;
• Availability to assist with special events that may be scheduled outside of regular work hours.
• Availability to work some weekends;
• Availability to work more than 40 hours per week, if necessary, to meet the needs of the company.

DUTIES:

Working closely with the Senior Director of Operations and Owner, the Administrative Assistant will support the Owner’s vision for the Company. The Administrative Assistant will:

• Perform all duties typical of an office administrator including, but not limited to:

Processing mail;
Maintaining schedules/calendars;
Review owner’s email;
Respond to administrative email;
Take phone messages responding & conveying information when appropriate;
Maintain organized filing system; safeguarding confidential documentation
Monitor supply needs;
Place approved orders;

Coordinate & assist with contractors as needed including IT support

• Maintain financial records such as:

Record all income and expenses;
Process employee reimbursements;
Maintain auto-pay records;
Monitor accounts receivable including royalties, pension, Social Security, RMD’s;
Compile records for accountant to prepare taxes;
Develop reports including payroll, royalties, budget, expenses, etc.

Cut checks for expenses

• Serve as human resources officer:

Stay current on HR trends, policies, etc.;
Recruit, screen, interview, hire job applicants;
Maintain personnel files & confidentiality;
Assist with new hire on-boarding;
Process paperwork;
Create and maintain HR related documents for example: Immigration Documents, Employee Handbook, Employee Guidelines, Employee Communications.
Process Employee Business Cards;
Process payroll;
Maintain employee Paid Time Off (PTO) and Unpaid Time Off (UTO) records;

Facilitate employee benefits including medical insurance, HSA, 401(k) and defined benefit pension plan.

• Coordinate Tour and Events to be held at the Rosarium:

Coordinate marketing materials and supporting documents (flyers, brochures, inserts, signage);
Coordinate publicity;
Communicate with non-profit beneficiaries for events;
Schedule bus tours;
Respond to garden visit inquiries;
Notify contractors of event dates;
Contact DPW for temporary no parking signs
Coordinate schedule for events;

Submit updates for website.

• Assist in facilitating Owner’s philanthropic objectives:

Prepare donations from the Radler Foundation for Innovation and Education prior to annual reporting deadlines;
Coordinate distribution requests through the Greater Milwaukee Foundation;

Monitor donation requests and Thank You notes and convey to Owner.

• Serve as personal assistant to the Owner:

Proactively schedule/confirm medical appointments;
Maintain prescription records;
Attend financial advisor meetings;
Make travel arrangements, create travel itineraries, ensuring cost, schedule & preferences meet the Owner’s expectations.
Attend computer service meetings.

Maintain paper & electronic calendars

• Develop annual and monthly maintenance plans, work schedules and assignments;

Recruit and coach staff;
Post job notices, screen applications and contact applicants.
Facilitate training materials & educational/ conference logistics

The Administrative Assistant at Rose Innovations, LLC is responsible for the overall administrative function of the Company. There are six primary areas of focus:

• Office and Public Coordinator
• Financial Records Administrator
• Human Resources Coordinato