Administrative Assistant at FOX WORLD TRAVEL INC – Oshkosh, Wisconsin

As one of Wisconsin’s largest travel companies, Fox World Travel has excellent benefits and perks for all Fox associates including but not limited to: competitive wages, flexible time off (vacation, sick, personal), FAM Adventure Bucks to help you explore the world, a full benefit package including medical, dental, vision, long-term disability, company-sponsored life insurance and short-term disability, tuition reimbursement, 401(k) contributions and a fully engaged leadership team dedicated to treating associates as part of the Fox Family!

Core Values

At Fox World Travel, we operate as One Fox with a find a way mentality, leading with integrity and embracing our passion. We take pride in leading with our people-first culture by providing genuine care and concern for our associates, which in turn leads to authentic and superior customer experiences. We've been able to create a culture where our associates can grow, learn, and succeed, and, in turn, exhibit the value we bring to every interaction and partnership.

Summary

The Administrative Assistant provides day-to-day administrative support while also helping foster a positive, connected workplace culture. This role supports office operations and communication and, as a member of the Human Resources team, plays an active role in planning and supporting associate engagement initiatives, events, and internal activities. This position will provide a high level of customer service to all corporate office visitors, associates, applicants, and other internal and external constituents while reflecting the business objectives and culture of the organization.

A day in the life of an Administrative Assistant at Fox may include:

• Coordinating corporate reception operations:
• Champion a welcoming and professional front desk experience for associates and guests.
• Welcome on-site visitors, determine nature of business, ensure all visitors sign in upon entry and out upon exit, issue security badge and announce visitors to appropriate contact.
• Receive the public and answer questions, in person and by telephone; respond to inquiries from associates and visitors and refer, when necessary, to the appropriate person or department.
• Prepare outgoing mail (inclusive of mass mailings); sort and distribute incoming mail. Provide shipping assistance for the corporate office.
• Sign for and distribute FedEx, etc. deliveries daily.
• Order office supplies and reconcile invoices.
• Manage phone calls and voicemails for the corporate office.
• Ensure conference rooms are clean, organized, and stocked with appropriate supplies.
• Providing meeting/training/project support by reserving appropriate meeting space, distributing attendee documentation, ensuring AV needs are met, assisting with meeting logistics, and assisting with catering orders when necessary.
• Acting as the main point of contact for cleaning and vending machine vendors for all Wisconsin-based locations.
• Assisting leadership in communicating with corporate headquarters facility maintenance personnel.
• Ensuring all Wisconsin-based locations have emergency action plans on file, and partnering with location leads on changes and communication plans.
• Assisting with the administration of associate recognition programs and other associate engagement programs/initiatives that support Fox’s people-first culture. This may include promoting special days, organizing key events, coordinating raffles, sending engaging communications, and coordination of all life event & recognition celebrations and acknowledgements.
• Maintaining inventory for recognition items. Ordering supplies and preparing new hire welcome packages as needed.
• Managing required labor law posters, ensuring compliance with all federal, state, and local laws.
• Partnering with HR and Marketing teams on associate (bi-monthly) and wellness (monthly) newsletters.
• Completing all reporting required by the Bureau of Labor Statistics, ensuring submission by deadline dates.
• Partnering with HR team to prepare monthly reports including, but not limited to, turnover, mobility, headcount, benefits utilization, and associate locations.
• Assisting HR team with maintaining documentation within HRIS.
• Partnering with HR team to keep HR Hub SharePoint site up-to-date.
• Completing verifications of employment as needed.
• Maintaining accurate records for Fox World Travel’s IATA (International Air Transport Association) account.
• Managing business card, nameplate, and nametag ordering process for the organization.
• Providing support to Talent Acquisition when needed for pre-employment activities, including but not limited to interview scheduling with both external candidates and internal stakeholders, advertising with social media, and customizing interview guides.
• Providing other administrative support as requested (e.g. assisting leadership with expense reports, meeting scheduling and planning, and special projects)
• Working closely with the HR team to enhance knowledge and understanding of Fox’s mission, vision and values and illustrating through everyday communications and actions.
• Maintaining a favorable and collaborative working relationship with co-workers in all departments to foster an environment of trust and mutual respect. Driving standards and best practices whenever possible and effectively fostering a culture of engagement.
• Enhancing the organization’s reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.
• Being innovative and recommending new approaches, policies, and procedures to effect continual improvements in efficiency of operations and services performed.
• Other duties, projects and alternate assignments as determined by business need.

This opportunity might be for you if you have:

• High school diploma and 2-4 years of related experience and/or training or equivalent combination of education and experience. (preferred)
• PHR/aPHR, SHRM-CP, or CAP. (a plus)
• Prior experience with an HRIS database. (strongly preferred)
• Ability to manage multiple competing priorities while demonstrating ability to remain flexible in a changing work environment.
• Ability to adhere to and meet deadlines.
• Well-developed team skills and unquestioned integrity; ability to maintain a high degree of confidentiality of sensitive information.
• Strong knowledge and demonstrated proficiency of all Microsoft Office applications. (SharePoint a plus)
• Ability to work flexible hours within scheduled shift (weekdays, 8 am – 5:30 pm CST).
• Ability to communicate with confidence and create a credible impression.
• Ability to demonstrate a professional and mature demeanor, working in a patient and positive manner with internal and external contacts.
• Effective listening skills with ability to determine root cause quickly, check for shared understanding, and address misunderstandings promptly.
• Self-motivation, demonstrating initiative with a strong commitment to personal goals, objectives, and work ethic.
• Strong organizational skills.

You’ll love this job if you have:

• Personal effectiveness/credibility.
• Organizational and planning/priority-setting skills.
• Customer-focused and service-oriented skills.
• Communication proficiency – verbal and written; appropriate use of grammar.
• Sound judgment and decision-making ability.
• Problem analysis and problem-solving skills.
• Attention to detail and accuracy.
• Flexibility: ability to work efficiently and effectively with frequent interruptions.

Physical Demands

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Note: The phrases “occasionally,” “regularly,” and “frequently” correspond to the following definitions: “Occasionally” means up to 1/3 of working time, “regularly” means between 1/3 and 2/3 of working time, and “frequently” means 2/3 and more working time.

While performing the duties and responsibilities of this position, the associate is regularly required to stand, walk, sit, reach above shoulders, and move from place to place. The incumbent is frequently required to talk and listen and use hands to finger, manipulate, or handle. Specific vision requirements for this position include close vision and the ability to adjust focus.

The incumbent may occasionally be required to lift up to 50 pounds.

Work Environment

The work environment characteristics described here are representative of those an incumbent encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

For On-site and Hybrid Associates: Regular attendance is necessary to successfully perform this job; extended hours may be necessary from time to time. The incumbent works in an office environment where the noise level is low to moderate. This role routinely uses standard office equipment including but not limited to computers, a headset, a mouse, a keyboard, photocopiers, and filing cabinets.

For Work-At-Home Associates: Regular attendance is necessary to successfully perform this job.

Extended hours may be necessary from time to time. This role routinely uses standard office equipment including but not limited to computers, a headset, a mouse, and a keyboard.

If you share in our passion for teamwork, our vision to have culture, engagement, and innovation at the heart of all our initiatives, we want you to come soar with Fox World Travel! If you fit the description AND meet the qualifications, please don’t hesitate to apply online at www.foxworldtravel.com/careers.

Fox World Travel, the best place to work, grow & succeed! Join The Fox Family today!

Fox World Travel is proud to be an Equal Opportunity and Affirmative Action employer. We celebrate diversity and are committed to creating an inclusive environment for all associates to work.

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The above statements reflect the general details necessary to describe the principal functions of the occupation described and shall not be construed as a detailed description of all the work requirements that may be inherent in the occupation.