Executive Assistant #201454

Executive Assistant, HR #201454Job Description:Job Summary:Increase your chances of reaching the interview stage by reading the complete job description and applying promptly.The HR Executive Assistant will support a VP of Human Resources. This highly visible role works independently to provide exceptional customer service and executive-level administrative support to an in-demand division of the organization. This position plays a critical role in the organization's key functions of administration and human resources and upholds a strict level of organization, communication, confidentiality, and professionalism. This position is a hands-on representative for the Human Resources department whose role is to help facilitate all fundamental Human Resources functions, while ensuring the successful implementation of division goals. With diverse yet substantive responsibilities, this role works with faculty and staff as well as external constituents, making this a key position within the organization.Responsibilities:Manage and schedule meetings and appointments for the Vice President's participation, provide onsite coordination, technical support, and tracking of action items. Ensure that the Vice President is informed of all relevant matters. May help determine priorities for the Vice President's calendar in addition to coordinating efforts of other staff engaged in scheduling the Vice President's time. Determine information and scheduling requirements. Research information; alert the executive of appointments needing to be rescheduled and future key appointments. Reschedule existing appointments as deemed appropriate.Review and prioritize communications (electronic, oral, and written) and determine appropriate action to take, including responding directly, preparing draft response for Vice President's review, or delegating to other team members for response preparation.Facilitate communications between the Vice President and direct reports. Assess and prioritize the urgency of situations and determine appropriate action. Facilitate reciprocal exchange of communications and critical information in a timely manner between the executive and other organization offices and/or external parties. Serve as a key resource and provide ongoing public relations on the executive's behalf with faculty, staff, visiting trustees, major donors, dignitaries, and/or other VIPs. Represent the executive through phone and personal contacts, as needed. Screen, respond, or forward incoming calls directed to the executive.Provide departmental support for all areas of HR including: recruitment, selection, hiring, compensation, benefits, trainings, performance reviews, onboarding, etc., inclusive of maintaining an adequate inventory of office supplies.Anticipate the department needs and proactively assemble the appropriate people and resources to solve problems. Act as liaison between Human Resources and other divisions.Field incoming requests; exercise strong judgment and discretion with highly confidential information interacting with top-level contacts on highly sensitive information necessitating considerable use of tact, reasoning skills, and diplomacy, and communicating and interacting with internal and external stakeholders.Research and resolve problems or questions referred by faculty, staff, visitors, or external contacts as needed or requested by the executive. Analyze and report resolution or findings.Design and create documents and/or presentation slides using computerized graphics, desktop publishing, and word processing software. Determine type(s) of artwork (i.e., illustrations, photos, charts, graphs, design covers) to accompany documents and/or presentation slides while considering compatibility, content, audience, style, format, intent, etc.Maintain a thorough understanding of all Human Resources office matters and organization policies and procedures in addition to applicable government laws and regulations. Maintain currency with the organization and other academic publications. Update the executive on new developments.Lead, drive, execute and/or participate in various organization team events, socials, offsite meetings, etc. May need to take notes and/or prepare minutes.May assist in managing operational budgets including fiscal planning and monitoring.Perform a variety of other administrative duties such as processing invoices, vouchers, purchase orders, budgets, data entry, scanning, copying, and filing.Act as a back-up to other HR positions as needed.Perform other related duties as assigned. Must be responsive to work-related phone calls and emails during non-business hours on occasion.Required Qualifications:Bachelor's degree or combined experience/education as substitute for minimum education. A minimum of 7 years related work experience is required in a progressively responsible administrative role in an executive office.Individual must have exceptional interpersonal skills and a heightened sense of composure, protocol, and diplomacy with the ability to exercise sensitivity, confidentiality, and discretion in every matter. Ability to maintain effective working relationships (individual and team) with a variety of constituents internally and externally at all times acting as a positive ambassador for Human Resources and the organization.This position requires excellent writing, proofreading, and verbal skills; strong organizational skills and attention to detail to address, prioritize, and coordinate multiple projects, problems, and activities concurrently while maintaining composure.Comfortable and demonstrated skill working in a multicultural environment and committed to fostering an inclusive culture.Strong analytical skills and problem-solving ability based on data and other relevant factors. A resourceful individual with excellent deductive reasoning and critical thinking skills along with an anticipatory focus.Superb time management and project management skills.Flexible and willing to adapt and embrace change; willingness to learn.Individual is required to have fully-proficient computer skills, including working with Microsoft Office suite (Word, Excel, PowerPoint, Outlook, Visio, etc.).Basic knowledge of applicable Federal, State, and local employment law.Desire to pursue human resources as a career.Equal Opportunity EmployerGenesis Management Consulting Global is an Equal Opportunity-Affirmative Action Employer. As a company, we promote and are committed to equal employment opportunities for all regardless of the person's gender, race, color, religion, ancestry, sex, age, national origin, marital status, sexual orientation, disability, Veteran status, or gender identity. If you have special needs or a disability which requires our accommodation, please make us aware when applying.#J-18808-Ljbffr

Created: 2024-11-06