Job Description

Alkemy X is hiring a full-time Executive and Human Resources Assistant to work from our Philadelphia headquarters, located in the Financial District of Center City Philadelphia in brand new offices directly across the street from City Hall.  The person in this role will work primarily on-site at our Philadelphia office, with the ability to work remotely, on occasion, and with advance approval. 

Ideal candidates are highly organized, detail-obsessed, and adaptable. Possessing the ability to prioritize tasks, communicate clearly, and proactively find solutions to problems will be an essential part of achieving success in this role.  

This is a hybrid role that will report directly to the CEO, while working cross-functionally with members of the senior management team, engineering, and finance to accomplish assigned tasks and goals. 

Executive Assistant responsibilities include but are not limited to…

• Detailed calendar management and coordination. Includes scheduling and confirming meetings, appointments, conferences and events, and personal engagements. 
• Coordinate and schedule travel and accommodations for the CEO’s business and, at times, personal needs. 
• Prepare and edit outgoing correspondence, emails, memos, and other communications on the CEO’s behalf, as well as contracts as needed. 
• Complete necessary conference registrations, state bar registrations, and Continuing Legal Education reporting for the CEO.
• Handle special requests as directed which may include purchasing or ordering gifts, tickets, managing returns, mailing packages, special research requests, etc. 
• Provides support for scheduled in-office days in Philadelphia. Includes ordering supplies and beverages for the office, selecting and ordering catering, set up, and breakdown for in-office events and gatherings.
• Responsible for contacting building managers in the Philadelphia office regarding repairs, services, and emergencies. 
• Work with IT to own the Philadelphia office access process including assigning access to the office, while keeping an accurate and up-to-date directory, working with building security to confirm proper access levels, and organizing and maintaining inventory of access granted to all office spaces. 
• As appropriate, welcome visitors to the office and direct them as necessary. 
• Provide support for on-site client visits.  Includes providing parking passes, meal ordering and delivery, and other administrative requests.
• Answer and direct incoming calls from the company direct line and CEO’s office extension. Direct and route callers as necessary.  
• Prioritize the most urgent and time-sensitive assignments, tasks, and other matters with little direction. 
• Maintain comprehensive and accurate records of assignments and tasks.
• Other Administrative Duties as assigned by the CEO and other executives. 

HR Assistant responsibilities include but are not limited to…

• Maintain accurate and up-to-date digital records for employees and contractors, update databases and confirm information is consistent across all platforms and applications. 
• Assist in recruiting efforts, including editing and posting job descriptions, compiling resumes, tracking incoming candidates, completing thorough reference checks, assisting in scheduling interviews for Hiring Managers and making hiring recommendations. 
• Provide open enrollment and ad-hoc benefit support throughout the year, working with the company’s benefit brokers to ensure questions and requests are answered.  
• Participate in payroll administration and management of the outsourced payroll service provider.
• Maintains and enhances employee benefits programs.
• Responds to and addresses inquiries regarding HR policies, procedures and programs.
• Ensure time-off requests are approved and recorded into the HRIS and other systems accurately and promptly.
• Assist with employee onboarding and offboarding processes, confirming that all assigned tasks are completed, and communicating the results of exit interviews to management.  
• Assist with the annual performance review process, sending review requests and tracking and distributing completed reviews.
• Assist with professional development and retention programs, ensuring that the company attracts and retains top talent, drives employee satisfaction and minimizes attrition.
• Keep an accurate inventory of swag and warehousing services.  Work with outside vendors to ship items and propose new offerings as needed.
• Work with the internal design team to create and order employee business cards as needed. 
• Help design and execute company events and other social and educational opportunities for staff. 
• Work closely with the CEO to foster a culture of innovation, excellence and high performance.  
• Other administrative duties as may be assigned by the CEO.

Qualifications

• 2+  years of administrative support experience for executive or director-level staff.  Exposure or familiarity with HR operations and processes is a plus.
• Experience working with Google Workplace/Google Suite, with a solid understanding of Google calendar, Contacts, Hangouts, and G-Mail. Knowledge of an HRIS and Slack is a plus and will be strongly considered. 
• Tech-savvy.  Able and eager to work with new tools and technologies, and research solutions to technical problems proactively, particularly important as Alkemy X continues to operate in a hybrid environment. 
• Prior experience with event planning and coordination.
• Able to work independently, effectively prioritize multiple tasks, and possess a strong command of reasoned decision-making and problem-solving skills.
• Excellent written and verbal communication skills. 
• Exceptional interpersonal skills with strong professional discretion and the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
• Strong organizational skills and the ability to multitask.
• Excellent time management skills and the ability to meet deadlines and complete projects with minimal supervision or follow-up.
• Displays self-confidence, resilience, flexibility, and enthusiasm. 

Important Details

This role will require limited, on-site office presence, will be flexible in attendance in the office, and will not require a full-time, on-site office presence as many of the job duties can be performed remotely.  Alkemy X has not instituted a mandatory return to office policy and does not have plans to do so in the near future. The majority of Alkemy X staff work remotely, but utilize the office space for meetings, client sessions, and scheduled on-site work days.

Alkemy X staff receive paid time off plus paid holidays, a comprehensive benefits package, 401K with a company match, employer-paid life insurance, long-term and short-term disability, and more. 

About Us

Alkemy X is a global, award-winning creative partner for the biggest names in film, television, advertising agencies and brands, and developing and producing unique content and entertainment that connects with consumers.  We offer full-service creative capabilities, from development through finishing services. Our experience spans advertising, digital, short-form, long-form, episodic TV, and feature films. Since 1981, Alkemy X has been a leader in a continuously evolving industry, entrusted with billions of dollars in budgets, with a proven track record of exceeding expectations with precision, innovation and excellence. The international Alkemy X team has earned countless honors and awards for its work in visual effects, production, editorial, design and creative development, while constantly looking toward the future of creativity.

We have created original content for networks including HGTV, TLC, History Channel, Fuse Media, HBO, Amazon Prime Video, Travel Channel, Food Network, and the Discovery Channel; in addition to marketing for on-air and cross-platform promotion. And, we have one of the most sought-after visual effects teams in the industry, working on projects such as The Hunting Wives , Fear The Walking Dead , Wednesday , Westworld , Blindspot , The Many Saints of Newark , Dear White People , Mr. Robot , The Marvelous Mrs. Maisel , The Righteous Gemstones , Wednesday and many others for studios including HBO, Apple, AMC, Starz, Hulu, Netflix, Warner Bros, and NBC. To learn more about our work, visit our website at alkemy-x.com .  

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