Description:
Responsibilities of the Executive Administrative Assistant:
Team Coordination (40%)
- Manages Chief HR Officer’s calendar and prepares meeting materials.
- Coordinates team projects and activities, including meetings, events, and special projects.
- Organizes department meetings, including logistics and materials.
- Tracks project timelines, deadlines, key dates, and event planning.
- Reviews work plans and suggests administrative improvements.
- Assists with budget tracking, including allocations, expenditures, contracts, and agreements.
Talent & HR Projects (35%)
- Archives annual Employee Conflict of Interest forms.
- Prepares for Talent & Total Rewards Committee and Board Meetings, including scheduling, assembling materials, and managing documents.
- Coordinates staff communications, presentations, trainings, and events.
- Manages department content on the intranet and serves as intranet ambassador.
- Backs up other team members for various tasks like staff assessments.
General Administration (25%)
- Prepares correspondence and manages department-wide contacts.
- Processes invoices and coordinates travel for the team.
- Handles filing, document management, and special projects.
- Creates forms, charts, presentations, and handouts.
- Manages office supplies and coordinates with IT and Facilities for department needs.
- Supports with filing, scanning, and document organization.
Qualifications
- High school diploma or associate’s degree, including course work in business communications, human resources, office management, and related areas.
- Minimum of five to seven years of executive level administrative office. Experience supporting C-level executives is preferred.
- Strong computer and MS Office skills.
- Demonstrated attention to detail and ability to proofread.