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Administrative Executive

VADILAL USA

  • Bristol, PA
  • 21 days ago
  • Full-time

Highlights

Coordinate leadership meetings, and executive events, including food, domestic and international travel end to end, including flights, hotels, ground transportation, detailed itineraries, and post-trip expense reconciliation in accordance with corporate travel policies. Process purchase orders, vendor invoices, reimbursements, and other administrative transactions through digital approval workflows, tracking expenses against budgets and following up on outstanding approvals.

Numbers & Facts

LocationBristol, PA
Job TypeFull-time

Description

Benefits:
  • 401(k) matching
  • Competitive salary
  • Health insurance
  • Opportunity for advancement
  • Paid time off

  • Maintain accurate employee data within HRMS systems and analyze employee records, attendance, leave, onboarding, staffing, and other workforce information to support accurate reporting and operational planning.
  • Facilitate employee onboarding processes while tracking onboarding status, documentation completion, system access, equipment requirements, and other workforce readiness metrics.
  • Analyze temporary staffing requirements and workforce utilization, coordinating with staffing agencies and management to evaluate staffing levels, attendance, hours worked, costs, and ongoing workforce needs.
  • Maintain HR dashboards and analytical reports to monitor workforce trends, identify variances, evaluate staffing requirements, and support workforce planning and management decision-making.
  • Analyze employee and HRMS data to identify trends, discrepancies, data gaps, and operational issues; investigate variances and coordinate corrective actions with relevant departments.
  • Responsible for temporary staffing activities, including staffing agency communication, employee documentation, onboarding, attendance tracking, workforce requirements, and follow-up.
  • Maintain employee records and documentation in accordance with company policies, confidentiality requirements, and applicable data-handling standards.
  • Lead and support employee engagement initiatives across all company facilities in the United States, ensuring consistent engagement practices and employee experience across locations.
  • Coordinate employee recognition, appreciation, team-building, communication, and company-wide engagement programs across U.S. facilities while maintaining consistency with organizational objectives and culture.
  • Provide day-to-day executive support to senior leadership and prioritizing competing meeting requests.
  • Coordinate leadership meetings, and executive events, including food,  domestic and international travel end to end, including flights, hotels, ground transportation, detailed itineraries, and post-trip expense reconciliation in accordance with corporate travel policies.
  • Manage confidential records, personnel documentation, executive correspondence, and sensitive business information in accordance with company policies and applicable data-handling requirements.
  • Process purchase orders, vendor invoices, reimbursements, and other administrative transactions through digital approval workflows, tracking expenses against budgets and following up on outstanding approvals.
  • Assist senior leadership with special projects, data analysis, and preparation of management reports.
  • Handle sensitive and confidential matters with a high level of professionalism, discretion, and judgment.
  • Support office administration and executive-level administrative activities, including correspondence, document management, scheduling, and coordination with internal support teams.
  • Anticipate the administrative needs of senior leadership and proactively resolve issues to ensure efficient and uninterrupted executive operations.
  • Perform other executive, administrative, and special project responsibilities as assigned from time to time.


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