Executive Administrative Assistant

Role Overview

• Performs a variety of administrative, coordination and planning duties to fully support VP Human Resources and HR leadership team
• Screening incoming telephone calls, typing and composing correspondence, making travel arrangements, organizing and scheduling meetings
• Prepares management presentations
• Coordination of budget information, requesting purchase orders and processing vendor invoices for payment
• Will serve as back up for other HR specialist roles/tasks
• Drafts and produces correspondence, presentations, reports, spreadsheets, organization charts, and other similar documents utilizing current office tools
• Coordinates the collection of budget information and creates a consolidated excel workbook for fiscal year budget and will revise for periodic budget updates
• Monitors monthly budget variance reports and accruals and communicates and coordinates with budget owners
• Prepares purchase orders as required, obtains the appropriate approvals
• Monitors invoices to ensure that billing charges are appropriate and all required information is present so that payment may be processed
• Organizes and maintains diaries and calendars and is responsible for scheduling appointments and recurring staff meetings
• Schedules topics and presenters for meetings
• Arranges travel accommodations and prepares/submits expenses by utilizing software applications
• Responds to and screens incoming phone calls and directs callers as appropriate
• Coordinates HR office space with facilities, coordinates aspects of onboarding for HR employees such as acquiring laptop, phone, badge access steps and systems access
• Provides training on systems as needed
• Attends meetings as assigned and serves as the note taker and provides relevant updates
• Compiles appropriate minutes and summation of action items
• Organizes and schedules meetings and events for the HR team
• Ensures that facilities are appropriate
• Arranges for food beverage service where required and is responsible for coordinating and maintaining itineraries
• Manages special projects and other duties as may be assigned from time to time by HR Leadership

Requirements

• High school degree or equivalent required
• AS in Business or Secretarial Science preferred or equivalent experience and knowledge
• Minimum of seven (7) years of administrative assistant experience in a fast paced, high level corporate environment in support of executive management
• Communicating verbally and writing must be a strength
• Proficiency in MS Word, Excel (formula experience required), , and PowerPoint and Outlook, Teams, DocuSign, SuccessFactors
• Ability to type 70+WPM
• Bookkeeping, budgeting and expense management experience strongly preferred
• Ability to be trusted with highly confidential information a must
• Understands and follows established processes and controls while making constructive suggestions for continuous improvement
• Ability to train staff relative to processes and systems
• Ability to accurately capture important items so that a complete record is created (e.g. capturing accurate meeting minutes)
• Comfortable working with vendors, researching facilities, and making appropriate arrangements
• Excellent attention to detail and the ability to multi task
• Prior project management experience with a proven track record for success is highly preferred
• Ability to work extended hours as needed, occasionally

Benefits

• Competitive salaries, annual bonus and 401(k)* with company match
• Comprehensive medical, dental, vision coverage effective on start date
• 24/7 Employee Assistance Program
• Free live and on-demand Wellbeing Programs
• Generous Paid Vacation and Sick Time
• Paid Parental Leave and Adoption Assistance*
• 12 Paid Holidays
• On-Site Child Daycare, Café, Fitness Center**