Senior Administrative Assistant/ HR Operations

At Cumming Group, you will work on some of the world's most exciting projects in a dynamic environment where your success is measured by the impact you make. We are one of the fastest-growing project and cost management consultancies in the United States, as reflected in our top 10 rankings in ENR. With over 60 offices globally, an extremely diverse project portfolio, and double-digit year-over-year revenue growth, the opportunities to make your mark are limitless!

We are currently looking for a Senior Administrative Assistant/ HR Operations for our Charleston, SC office. The Senior Administrative Assistant/ HR Operations assumes a central role in delivering senior-level support services across the office, extending assistance to office leaders and the project team. This multifaceted position encompasses a spectrum of duties, from fielding telephone calls and overseeing mail management to coordinating and participating in meetings for accurate minute-taking. Beyond administrative functions, cultivating and nurturing relationships with clients and vendors is integral to the role. The Senior Administrative Assistant/ HR Operations also provides high-level support to office leaders for proposals, scheduling, and document preparation while also serving as a cultural ambassador, embodying the organization's values and fostering a positive work culture. Additionally, the Senior Administrative Assistant/ HR Operations will support the Human Resources team with the facilitation of the full employee life cycle processes including onboarding and new hire orientation; performance management; employee relations; compensation planning; open enrollment support; HR compliance reporting requirements, and talent development and management and offboarding,

ESSENTIAL DUTIES & RESPONSIBILITIES:

Administrative

• Senior Administrative Support: Provide comprehensive senior-level administrative support services to office leaders and the project team. This includes managing correspondence, scheduling meetings, arranging travel arrangements and processing expense reports.

• Meeting Coordination: Arrange and attend meetings, taking accurate meeting minutes and ensuring follow-up actions are documented and communicated effectively. Assist in preparing meeting materials, reports, and presentations as required.

• Relationship Management: Maintain relationships with clients and vendors, managing office contracts and ensuring timely and effective communication to support business operations.

• Proposal Support: Provide high-level support to office leaders for proposal development, including scheduling meetings, preparing meeting minutes, reports, presentations, and other documents as required.

• Document Control: Manage filing systems and document control systems to ensure efficient organization and easy access to important records. Ensure compliance with company policies and procedures.

• Onboarding Support: Assist new hires with company procedures, standards, and guidelines to facilitate a smooth transition into the organization. Provide a welcoming tour of the office and ensure that new employees have the necessary tools and resources to succeed in their roles.

• Party Planning: Organize monthly birthday and anniversary celebrations, life celebrations (marriages, birth of babies, etc.), social hours, Team Building events, Summer/Holiday parties, Lunch and Learns, and other office events. Coordinate logistics, decorations, catering, and activities to create memorable and engaging experiences for Team Members.

• Cultural Ambassadorship: Act as a cultural ambassador, modeling the organization's values and promoting a positive work culture. Foster a collaborative, respectful, and inclusive environment within the office.

• Team Support: Provide support to the project team, including administrative tasks, coordination of project-related activities, and assistance with proposals and presentations.

• Other duties as assigned.

• Attendance at work during normal business hours.

HR Operations

• Oversee the local office HR operational processes, including onboarding (e.g., coordinating new hire for first day, ID badge issuance, business cards etc. & offboarding (e.g., collection of equipment etc.).  

• Assist in communicating employee benefits, including open enrollment and ongoing inquiries.  

• Serve as a point of contact for employees and managers offering guidance on where and how to address inquiries related to HR policies, procedures, and resources.  

• Admin welcome email (Combine HR/IT/ADMIN in one).  

• Maintain company records in compliance with company policies and legal regulations, including posting of relevant and required employee postings. 

• NHAL and TAN- Workday paperwork.  

• Client/Internal Background Checks- act as liaison between HR and Hiring Manager.

• Assist with I-9. 

• Partner with HR on New Hire Orientation.  

• Oversee the entire OSHA process regionally.  

• Supporting Workers Compensation Process.  

• Offboarding- Coordinate with HR on last day, exit interview, collection of keys and equipment.  

Facilities Management 

• Develop access card rollout timeline with Facilities. 

• Manage vendor relationships for Facilities services (janitorial, plant service, document shredding, pest control and HVAC maintenance). 

• Oversee the cleanliness and maintenance for all onsite equipment.  Call out technicians when needed (water machine, copiers, coffee machines, and postage machines). 

• Manage procurement and inventory of office supplies, kitchen supplies, snacks, and coffee.  Order office stationery and blank business cards as needed. 

• Partner with the IT department to ensure smooth operation of workplace technology and infrastructure. 

• Manage office music by creating a curated playlist for the team’s enjoyment. 

• Oversee the process for Business Card Process – Credential check/ Production.  

Safety & Compliance

• Coordinate PPE inventory and distribution with facilities starting with setting up test distribution hubs. 

• Maintain and update OSHA logs and ensure compliance with workplace safety regulations. 

• Conduct regular workplace safety inspections and audits addressing any identified hazards and concerns.  

• Coordinate safety training programs for employees including fire drills and emergency preparedness.  

• Ensure all facilities meet health and safety standards including ADA compliance and ergonomics.  

• Serve as the point of contact for safety incidents and ensure appropriate follow-up.  

• Responsible for fire extinguisher service.

KNOWLEDGE & SKILLS REQUIRED:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Strong organizational skills with the ability to prioritize tasks and manage multiple deadlines effectively.

• Excellent verbal and written communication skills. Ability to interact professionally with internal and external stakeholders.

• Demonstrated ability to build and maintain relationships with customers, vendors, and internal stakeholders.

• Meticulous attention to detail with a focus on accuracy and quality in all tasks.

• Ability to adapt to changing priorities and work effectively in a dynamic environment.

• Alignment with the organization's values and commitment to fostering a positive work culture.

• Consistently punctual and reliable, demonstrating the ability to arrive at the office on time each day.

• Strong organizational skills with the ability to manage multiple tasks and deadlines effectively.

• Strong communication and interpersonal skills.

• Knowledge of employment laws and regulations to ensure compliance with HR practices.

• Detail-oriented with a focus on accuracy in data management and record-keeping.

• Proactive problem solver who can anticipate and address HR-related challenges.

• Ability to maintain confidentiality and handle sensitive information with discretion.

• A collaborative team player who thrives in a diverse and inclusive work environment.

• Strong work ethic including initiative and commitment to follow through to completion.

• 5 days per week working onsite at a Cumming Group Office is required.

PREFERRED EDUCATION and EXPERIENCE:

• Education: Bachelor's degree in business administration, human resources, office management, or related field preferred.

• Experience: Minimum 5 years of experience in senior administrative support and/or HR operations role, preferably in a fast-paced office environment.

• Experience: Advanced MS Office skills (Word, Excel, PowerPoint, Outlook) are required. Familiarity with Concur and document management systems is a plus.

• Prior experience with Workday is strongly preferred.

• Preferred Certification: Professional HR Certification (HRCI, SHRM-SCP, PHR) is preferred.

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Cumming Group is committed to providing Equal Employment Opportunity in its personnel policies and practices. It is Cumming Group’s policy to recruit, hire, train and promote Team Members and applicants for employment without regard to race, color, creed, religion, age, sex, marital status, registered domestic partner status, genetic information, sexual preference, sexual orientation, gender (including gender expression and gender identity), pregnancy (including childbirth or related medical conditions, including breastfeeding), military service, national origin, ancestry, citizenship, physical disability, mental disability, veteran status or any other protected classification under federal, state, or local law. All such decisions are based on (1) individual merit, qualifications, and competence as they relate to the particular position, and (2) promotion of the principle of equal employment opportunity.

All other terms and conditions of employment, such as compensation, benefits, transfers, layoff, return from layoff, training, education, and social and recreational programs, are administered without regard to the characteristics described above. To this end, Cumming Group complies with all provisions of Title VII of the Civil Rights Act of 1964 as amended, all of the rules, regulations and relevant orders of the Secretary of Labor, and all similar state and local laws.

In addition to base salary, Cumming Group offers a comprehensive benefits package including:

• Medical
• Dental Insurance
• Vision Insurance
• 401(k)
• 401(k) Matching
• Paid Time Off
• Paid Holidays
• Short and long-term disability
• Employee Assistance Program