Koenig & Bauer is the oldest, global printing press manufacturer in the world! For more than 207 years, we have been bringing together innovative technology and enthusiasm for tailor-made print solutions for our customers. You will find products printed on our machines all around you every day including the US currency in your wallet and much of the packaging in your grocery stores and big box retail stores. With the broadest product portfolio in the industry, groundbreaking machines and a holistic service promise, Koenig & Bauer sets international standards. Our 5,500 employees worldwide generate annual sales of €1.3 billion.
This is your opportunity to join Koenig & Bauer (US), the North American headquarters and sales and service organization for Koenig & Bauer in the United States and Canada. Become part of our company where creativity, fascination and passion for mechanical and electrical engineering work together as we develop the printing world of tomorrow and exceed print!
Location: Onsite Irving/Dallas Office at 2555 Regent Blvd, Dallas, TX
Reports to: Chief Executive Officer and Director Human Resources
Direct Reports: No Direct Reports
Standard Schedule: Monday - Friday, 8 a.m. - 5 p.m. Central Time
FLSA Status: Exempt
Compensation: $60,000 - $85,000 annual salary (hiring range)
Job Responsibility: The Executive Assistant supports the CEO, Human Resources Department and other Senior Managers, with planning and administration with a heavy emphasis on Human Resources support.
Major Accountabilities/Responsibilities:
- Support the CEO, Human Resources Director and Department, and other Senior Managers, as needed, in all areas, including various administrative duties such as managing calendars, filing, mail, phone calls, expense reports, email, memos, scheduling and coordination of various meetings, etc.
- Supports CEO and CFO with Board Meetings including scheduling, coordinating travel when necessary, preparing agenda, and drafting board meetings.
- Schedules and attends Senior Management Team Meetings including scheduling, preparing agenda, attending meetings, writing minutes, and keeping records of the meeting.
- Manages office phone calls including working with IT on scripted messages for voicemail, retrieving and delivering messages from the general mailbox and coordinating with the after-hours answering service in regard to on-call personnel, company closures, and any arising issues with the afterhours services performance.
- Handles immigration procedures for US, Canada, and German Visas and Permanent Resident Applications including coordination with immigration attorneys, compiling information and documents, coordinating translation of documents, completing forms and documents, filing applications, making Visa appointments, tracking immigration status, and keeping compliant records.
- Reviews initial I-9 for accuracy, tracks I-9 for expiring documents, obtains updated documents from Employees, updates I-9, and keeps I-9 records.
- Prepares and submits for approval Personnel Requisitions for open positions and records position and status on Staffing Log. Notifies interested parties (i.e., Hiring Manager, Director HR, HR Generalist) of approval/declination of open positions.
- Prepares miscellaneous written communications including letters, memos, policies, staffing announcements, etc. Maintains the Employee Handbook of Policies for the United States and Canada making necessary updates, revisions, additions, and tracking acknowledgements.
- Provides support for Apprentice Program and Apprentices in the Program including but not limited to job fair registrations, coordinating dates for Employer Spotlight Visits, ordering and stocking job fair swag, working with mobility contractor on apprentice housing in Germany, arranging for Apprentice travel to/from Germany, German language class coordination and enrollment, coordinating tax support for apprentices with global tax consultant.
- Oversees all human resources recordkeeping including personnel files, pre-hire check files, I-9 files, and other applicable files to ensure organized files that are up-to-date and in compliance with internal guidelines and statutory compliance.
- Prepares all Personnel Action Forms (PAF) and circulate for approvals to communicate to payroll and ensure proper approval of all payroll actions.
- Routes Educational Assistance Requests for approval, tracks Educational Assistance, and arranges for payment through PAF process.
- Reviews bi-weekly expense reports for CEO’s direct reports to ensure completeness and compliance with our internal policies and guidelines.
- Prepares exit packages for terminating employees including calculation of vacation balances, providing information on final pay and benefits cancellation, creating benefit forms related to the termination and the employee’s right to continue any benefits, and any other necessary information and forms to ensure a smooth transition out of the company.
- Keeps phone directories and organization charts up-to-date.
- Provides various compensation support such as preparing management bonus plans, preparing Years-of-Service Award recipient letter and roster and assisting with the preparation of Excel worksheets for pay increases and profit sharing distribution.
- Track, download, and file COBRA Notices for New Hires and Qualifying Events.
- Manages the annual motor vehicle record (MVR) checks and auto liability insurance check for company drivers including getting any necessary consent or documents when necessary, ordering MVRs, reviewing MVRs, escalating to HR Director records with violations or insurance not meeting minimum requirements, keeping records, and updating ADPWFN accordingly.
- Runs various reports, as needed, in ADP Workforce Now (ADPWFN) such as company drivers, years of service, HR reports, etc.
- Maintain employee gift inventory of gift cards, baby books, cards, etc. including logging, tracking, and advising payroll of taxable benefits and ordering flowers as requested for employees, customers, or vendors.
- Provides day-to-day auditing of HR practices, procedures, and systems to ensure compliance.
- Provides additional support on an as needed basis for talent acquisition and other HR activities.
- Gathers and enters data in Excel spreadsheet for HR scorecard/metrics.
- Coordinates various events including but not limited to employee luncheons, special employee events, organizing and planning large or special meetings, ordering lunches for meetings, trainings, and guests.
- Attends weekly HR Meetings and any other necessary meetings.
- Documents various HR-related procedures; prepares and update forms, checklists, and packages as needed.
- Assist with various HR-related projects on an as needed basis.
Koenig & Bauer (US) is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, disability, genetic information, pregnancy, citizenship, marital status, sex/gender, sexual preference/orientation, gender identity, age, veteran status, creed, national origin or ancestry, or any other status protected by federal, state, or local law. Information collected by the application process is solely to determine suitability for employment, verify identity, and maintain employment statistics of applicants.
Applicants with disabilities may be entitled to reasonable accommodation under the Americans with Disabilities Act and certain state or local laws. A reasonable accommodation is a change in the way things are normally done which will ensure an equal employment opportunity without imposing undue hardship for the employer. Please contact Koenig & Bauer’s HR Department at NA-HR@koenig-bauer.com or 469-532-8120 if you need assistance completing this application or to otherwise participate in the application process.
Benefits
Vacation – 15 days per year
Holidays – Up to 11 days
Sick – 7 days
Medical, Dental, and Vision
Disability and Life
Flexible Spending Accounts
401k Retirement and Profit Sharing Plan
Income replacement plans for cancer, critical illness, and accident
Long-Term Care Plans
Years-of-Service Bonus Plan
Educational Assistance
