HR Executive Assistant

Job Description

Provide administrative support to the Chief People Officer and the HR leadership team with integrity, discretion, excellent communication, interpersonal and organization skills.

Job Duties and Responsibilities:

• Efficiently and proactively manage the CPO’s calendar, meeting cadence (one on one’s, HR lead team, departmental, and All-HR meetings), travel, agendas, materials, and presentations.

• Provide support for the HR leadership team (18 leaders) by coordinating all logistics for meetings and events, tracking priorities to set agendas, maintaining the HR calendar, preparing materials, and other tasks as needed.

• Assist key talent management programs by providing logistics support, meeting coordination and materials preparation for special projects and ongoing initiatives such as leadership development programs.

• Maintain an accurate contact list and Outlook distribution list for all HR team members; coordinate quarterly in person HR onboarding sessions and schedule introductory meetings with new team members and the HR leadership team as requested.

• Coordinate All-HR meetings, logistics, presentations and material preparations for monthly All-HR calls, quarterly HR onboarding, bi-annual leadership summits, annual HR Conference, local in-person team building events and virtual team building activities as requested.

• Monitor the Corporate HR email in-box and respond to general questions or redirect messages to the appropriate team member for review and response. Distribute company-wide and HR team email communications.

• Set up all new vendors in Taulia system and maintain all associated required legal documents in SAP, review invoices for accuracy and code for payment, compile and submit invoices for international vendors and contingent labor that are not submitted through the online accounting system. Review, attach receipts and code expense reports for the CPO and direct reports.

• Provide records management support by maintaining an organized electronic filing system for CPO and HR leadership team meeting agendas, communication plan, All-HR and other meeting presentations, professional and vendor contracts and documents, HR calendar, and HR master contact list. Manage annual departmental record destruction review process.

• Research and coordinate celebration and sympathy acknowledgements for HR team members.

• The requirements herein are intended to describe the general nature and level of work performed by employee, but is not a complete list of responsibilities, duties, and skills required. Other duties may be assigned as required

Requirements

Minimum Requirements:

Education and Experience

• High School Diploma, required. Associates Degree, preferred.

• 5+ years administrative experience at the executive level

Knowledge, Skills and Abilities

• Excellent interpersonal skills to handle sensitive and confidential situations

• Technical capacity and proficiency in Windows and Microsoft Office applications (PowerPoint, Word and Excel). Expert level in the usage of MS Outlook.

• Strong time management and prioritization skills, able to prioritize competing requests with little oversight

• Strong people skills

• Strong attention to detail and commitment to quality

• Ability to streamline processes and develop best practices

• Ability to work on a team as well as independently

• Strong project management skills; proactive problem solving and resourcefulness

• Outstanding written and verbal communication skills

• Collaboration skills

• Strong work ethic and professionalism

• Must be able to read, write and speak English

An Equal Opportunity Employer

Pay Range $30-35/hr