Executive Administrative Assistant – HR Leadership

Executive Administrative Assistant – HR Leadership

Requirements

• A minimum of 7 years of progressively responsible administrative, executive assistant, or project management experience.
• Ability to work independently, exhibit sound judgement, and maintain confidential information.
• Impeccable organizational skills with the ability to work in a very high-paced environment and manage multiple tasks.
• Ability to anticipate issues, identifying potential problems and working to proactively prevent from developing and managing to the references of the leaders’ support.
• Ability to ruthlessly prioritize critical tasks and remain composed and focused in stressful situations utilizing customer centricity skills.
• Act with speed and decisiveness. Ability to sum up a situation, gather the necessary information, ask the right questions and then deliver/act.
• Expert level verbal and written communication skills.
• Experience managing calendars, inclusive of setting up smaller to larger meetings with multiple cross enterprise teams. Outlook preferred. Experience using meeting platforms i.e. Zoom, Webex, Teams.
• Demonstrate flexibility to not only support direct leaders, but also other team members as required.
• Ability to work in a virtual workforce and team environment. Builds effective networks and relationships to best support leader and perform role.
• Expert skills in Microsoft applications – Word, Outlook, PowerPoint and Excel with a willingness to learn advanced skills as appropriate.
• Ability to troubleshoot technology issues in partnership with Technology partners.
• Possess technical proficiencies with audio and voice equipment as well as mobile and desktop devices.

Responsibilities

• Perform diversified and confidential administrative duties for executives and senior leadership direct reports as assigned, utilizing broad and comprehensive experience, skill and knowledge of organization policies and practices.
• Executes complex scheduling requests that will include varying leadership levels across the enterprise. This includes our Enterprise Leadership team as well as various senior leadership forums. Will act with speed, accuracy, and efficiency to complete requests.
• Perform communications activities at direction of direct leaders and their extended teams. Includes internal emails, organizational announcements, all team meeting presentations, HR activity related updates to team and business stakeholders.
• Act as point person for leadership team on various HR cyclical activities such as talent management submissions and budget submissions.
• Run various employee and workforce insights reports with ability to summarize key themes as needed.
• Build effective relationships and work closely with internal partners to perform key tasks. This includes peer administrative and executive assistants, Executive IT support, corporate internal communications, corporate travel/aviation etc.
• Administrative lead for department meetings. Includes scheduling and logistics, technology needs, managing virtual Q&A submissions (e.g. slido), sending survey post meetings, sharing overall survey results back with leaders.
• Handle travel arrangements for leaders and prepare and settle expense accounts. Ensure that all plans are managed seamlessly and coordinate related arrangements.
• Manage an effective calendaring system and look for opportunities to enhance efficiency. Make last minute calendaring decisions based on priority and business needs using sound judgment.
• Schedule and organize meetings including Skype/webinars/Webex and conference calls to be hosted by HR Executive, and/or direct reports (i.e., booking training rooms, posting materials to SharePoint, send pre-reads to participants) as required.
• Plan and coordinate on-boarding activities for new hires.
• Publish and maintain department organization chart.
• Maintain and coordinate department distribution lists.
• Order equipment and supplies using the portal supply system.
• Manage department space planning in conjunction with office Real Estate team.
• Manage department vendor payment activities, track and approve invoices, assume delegate responsibilities for travel and expense entry for department head using Concur.

Preferred Qualifications

• Organizational and interpersonal Savvy
• Collaborates
• Manages Ambiguity
• Resourcefulness
• Manages Complexity
• Learning agility