• Human Resources
  • Philadelphia, PA, USA
  • Full Time

ECFMG offers competitive compensation and excellent benefits including paid parking, 100% tuition reimbursement, and generous employer contribution to retirement. EOE.

ECFMG is seeking an Administrative Assistant to the Vice President of Human Resources/Chief People Officer in the Philadelphia, PA office. The Administrative Assistant will provide senior level Administrative support for Vice President (VP) of Human Resources/Chief People Officer (CPO). The Administrative Assistant will provide some administrative support for HR Managers and professional HR staff.  They will perform advanced, diversified and confidential administrative duties requiring strong organization skills, attention to detail, verbal and written communication, writing/proofreading skills and multi-tasking.  Their ability to maintain confidential information is required and the ability to work well with all levels of executives, management and staff, outside clients and vendors.  In addition, they are responsible for the HR department reception, HR suite organization and filing duties.


  • Multi-tasking skills are essential with flexibility to continually changing priorities;
  • Excellent organizational skills and meticulous attention to detail;
  • Excellent customer service and communication (written and verbal) skills;
  • Excellent level of business writing, typing and proofreading skills with proper grammar, punctuation, and sentence structure, including writing proper business letters, creating and editing outlines, articles, forms and documents in MS Word; Advance knowledge of MS Word, formatting, etc.
  • Strong working knowledge of Excel spreadsheets and able to quickly learn and adapt to new software;
  • Experience working with Visio is very helpful;
  • Ability to use discretion and sensitivity with internal and external contacts and high level of professionalism and ability to maintain strict confidentiality;
  • Ability to prioritize and carry out responsibilities independently with minimal direction.
  • Analytical and problem solving skills helpful
  • Current experience with HRIS software helpful


VP Support

  • Screens phone calls, prioritizes and/or redirects, as necessary for the VP;
  • Takes and makes phone calls as directed;
  • Administers VP's calendar accepting and requesting meetings & booking meeting rooms;
  • Sorts and reacts to incoming VP mail, based on the content; immediately contacts VP with letters from attorneys, state or federal agency mail, or other priority mail, information or calls received;
  • Administers and reconciles VP's corporate credit card;
  • Coordinates and reconciles HR contract service invoices and payments with appropriate staff;
  • Takes meeting minutes, types and distributes as requested;
  • Initiates, drafts, edits and/or prepares (including editing and/or proofreading) letters, documents, emails and other correspondence for and/or on behalf of the VP, as directed;
  • Proofreads documents created by VP and other HR staff as requested;
  • Handles new employee name plates and changes for current employees;
  • Orders business cards and ECFMG note pads, as approved;
  • Orders floral arrangements for hospitalized employees', immediate family sympathy, and employees' new babies and tracks accordingly;
  • Updates and maintains organizational charts for new hires and promotions using Visio;
















  • Ensures proper distribution of approved invoices, reimbursements, and receipts to Finance, follows up on payments;
  • Coordinates service award celebrations with the employee's department;
  • Runs reports, gathers data, copies files, etc., as requested;
  • Provides general administrative assistance to the VP;
  • Files the hard copy of employee personnel documents and medical files;
  • Special projects for VP, as needed;

Customer Service/Reception/HR Suite:

  • Greets all employees coming to the HR suite & inquires as to assistance needed and responds or directs appropriately;
  • Answers incoming calls for HR and answers questions or directs as appropriate and monitors/answers incoming phone calls for HR staff when not available;
  • Acts as a resource person to employees for general HR & Benefits related issues;
  • Greets candidates and visitors arriving at the fourth floor reception and escorts to HR Suite;
  • Monitors arrivals at the third floor lobby door that don't have access cards, ensuring they have signed in appropriately and issues visitor badge as needed.
  • Opens, prioritizes, date stamps and distributes departmental mail and reacts to incoming mail based on the content and prepares outgoing mail;
  • Sends certified mailings and federal express for all FMLA/Medical Leave requests and other situations as requested and ensures pick up or delivery twice daily;
  • Orders, prepares and sends employee holiday cards in partnership with President's office and finance;
  • Maintains and organizes HR brochures and information, holiday party/event decorations and supplies, general office supplies;

HR Staff Support:          

  • Acts as a back-up for data entry/verification in partnership with other HR administrative staff;
  • Assists with annual company award contests (Top Workplace, etc.) and other Total Rewards projects under the direction of the Compensation and Benefits Manager;
  • Assists with proofreading NEST content and other social media/employment branding projects, under the direction of the Compensation and Benefits Manager;
  • Assists with proofreading recruitment advertising and other recruitment related project, under the direction of the Recruitment and Employee Relations Manager;
  • Assists with creating, changing, editing and/or proofreading new HR and/or benefits forms and documents, as requested by management or exempt staff;
  • Assists with designing, creating and distributing training certificates of achievements, as needed by HR Generalists;
  • Orders ADA related supplies and equipment, assisting HR Generalists;
  • Assists with logistics of room set up for all HR sponsored meetings and training sessions, as requested by management or exempt staff;
  • Assists with any other projects as needed, in coordination with the VP;


  • At least five consecutive years of administrative experience in a professional office environment, preferably supporting an executive is required.
  • Extensive experience with PC's and advance level MS Office is required, specifically with Outlook, Word and Excel. Experience with other HR software is helpful.
  • Three year of professional experience writing and editing business correspondence, outlines and documents, including proper grammar and punctuation is preferred.
  • Experience working with professional interactions at all levels of leadership and employees is preferred.
  • Experience working with sensitive and confidential information is preferred.


  • High school diploma required. Bachelor degree in English or similar field is preferred or equivalent in experience. 
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