Administrative Services Manager jobs in Madison, WI

SVA is looking for an Administrative Assistant to join our growing Corporate Services team out of our Madison, WI location. This is the opportunity you have been looking for! In this role, you will develop your relationships with professionals, enhance and refine your business skills, find your passion and the perfect fit. You will benefit from continuous learning through daily interactions with our employees and leaders while making a positive impact in the business. We are proud to be an independent and growing professional services firm that is certified as a Great Place to Work®! SVA You. Together, We Serve. People. Better.

SVA’s Corporate Services Department provides hands-on support for the functions of Human Resources, Business Development, Internal IT, Office Services, Security Services and Legal Services.  This role will also provide support to the Chief Operating Officer and General Counsel.  Our team services SVA’s CPA and Consulting entities.  This is a fully onsite, full-time or a part-time position.  The part-time option has dedicated hours of approximately 8 am – 2 pm or 10 am – 4pm (Mon-Fri), with additional hours available for vacation and other coverage needs.

The primary responsibility of Administrative Assistant – Corporate Services is to provide a wide array of administrative support to the HR, Legal, Business Development, Internal IT, Office Services teams, the COO/GC, and the broader Corporate Services team.  This role is a dedicated on-site position.

Essential Functions

Important responsibilities and duties may include, but are not limited to, the following:

75% HR Administrative Support

• Ensures a positive candidate experience by professionally and warmly introducing candidates to SVA, assisting in scheduling interviews, providing recruitment materials to candidates and interviewing participants as needed. Monitors our job requisitions and serves as point person for applicant tracking, providing status updates, and dispositioning candidates in a timely and professional manner.
• Assists with the planning of, and leads the coordination and execution of, our Spotlight Season (monthly employee recognition care packages for January through April). This includes researching meaningful and value-added gifts, working with the vendors to order and receive the items in a timely and quality fashion, assembling the items for distribution, and helping to distribute to our in-office and remote employees.
• Coordinates employee engagement activities such as, but not limited to, holiday events, Adopt-A-Highway, flu clinic, busy season events, United Way and Share your Holiday campaigns, etc.
• Tracks firm expenses associated with engagement activities and alerts leadership as expenses near budget thresholds.
• Maintains and updates relevant and important content on the respective intranet pages.
• Administers Employee Celebration Programs such as service awards, anniversary recognition, family events, and retirements.
• Manages Employee Recognition Program (Kudos).
• Drafts employee communications as needed.
• Gathers, analyzes, and develops employee data reports with useful metrics as needed.
• Organizes and/or purge files in an efficient manner.

10% Business Development Support

• Maintains inventory of promotional items.
• Assists with the coordination of team events.
• Assists with folding and preparing print materials.

10% Office Services Support

• Acts as a back-up Receptionist on an as-needed basis to help cover vacations and/or breaks. This includes at our Madison, WI location, and occasionally, at our Brookfield, WI location.
• Greets clients and visitors in a prompt, courteous, and helpful manner.
• Handles phone calls via Teams including directing calls, taking messages and providing complete information.
• Maintains reception desk, lobby, conference rooms, and kitchen in neat and orderly manner.
• Maintains reception coffee station and offers clients beverages, hanging up coats, when needed.
• Assists with other items around the office location, to ensure a clean and neat work environment for all employees.

 5% Other Support

• As needed, provides legal assistance/support at the direction of the COO/General Counsel.
• Organizes and completes special projects as needed across various departments.
• Maintains compliance with the firm’s motor vehicle record requirements.
• Creates and maintains organizational charts as needed, both at a staffing and organizational level.
• Scans internal and external documents and accurately stores/retrieves the documents where/when needed.
• Assists with vendor due diligence annual review.
• Assists with corporate insurance policy management.
• All other duties as assigned.

Qualifications

Education:  High School Diploma or GED required.

Experience: 3 years previous professional office experience required. 

Demonstrated Skills, Abilities, & Behaviors

• High level of confidentiality required.
• Strong verbal/written skills as well as strong interpersonal skills. Attention to detail a must. 
• Skill in establishing and maintaining effective working relationships with employees at all levels of the organization and the public, ensuring proper and timely communications.
• The ability to function independently with a high degree of accuracy, identify and implement process improvement opportunities.
• Ability to work under pressure, with urgency, and meet tight deadlines.
• Exemplify our core Values of Serve People Better, as well as our 31 SVA DNA Fundamentals.

Work Conditions/Physical

• Work is normally performed in a typical interior/office work environment.
• This position requires some manual effort/labor to assemble our employee care packages (typically 2-3 hours/day, for 2-3 days/week, across 4 months/year). This includes bending, lifting, carrying, assembling, and taping boxes.
• Requires sitting for long periods of time.
• Manual dexterity required for use of a computer keyboard.

Apply Today!

Begin a long-term relationship with a company where motivation drives advancement.  We invite you to explore employment opportunities with us and see how you can have an exciting and enjoyable career!

SVA is certified as a great workplace by the Great Place to Work® institute. 

SVA participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. 

SVA participa en E-Verify y proporcionará al gobierno federal la información de su Formulario I-9 para confirmar que usted está autorizado para trabajar en los EE.UU.