Executive Administrative Assistant

  • Location
    Framingham, Massachusetts
  • Job type
  • Salary
  • Category
    Office, Clerical & Administrative - Administrative Assistant

Human Resources Executive Assistant


The Executive Assistant primarily supports the VP, Human Resources. This position reports to our VP, Human Resources. The Executive Assistant role requires significant customer first orientation, excellent presentation, strong organization skills, keen attention to detail, ability to effectively manage multiple priorities and ability to maintain high levels of confidentiality.

Job Responsibilities & Tasks:
� Support VP, Human Resources and CFO with administrative duties
� Update executives calendar independently
� Coordinate travel arrangements
� Prepare expense reports
� Validate Executive direct reports PTO requests using ADP
� Send IT tickets to address technology needs
� Investigates and resolves problems on behalf of executive
� Plan meetings and video conferences by coordinating invitation, creating objective and meeting agenda, allocate time for each topic and advise participants
� Support HR team with Employee Engagement Programs
� Participate in our Spirit Squad Team and maintain Spirit Squad calendar
� Coordinate office events Birthdays, baby showers, wedding showers, happy hours following our Spirit Squad and HR calendars
� Coordinate Quarterly Leadership Team Offsite
� Maintain HR Master Calendar
� Support Talent Acquisition team with onboarding
� Order Business cards
� Give office tour for new employees
� Distribute Security Badges
� Support HR team with Internal Communication across our 3 locations
� Publish internal communications and organizational announcements
� Maintain Intranet HR SharePoint for New York
� Manage various HR projects or tasks
� Prepare create impactful, concise, and error free presentations
� Track completion of Annual Performance Reviews
� Implement Safety actions plan for the NY Site
� Partner with Plants HR team on various engagement and communication projects and tasks
� Track Office Budget
� Follow finance processes and guidelines for the use of the office AMEX Card (receipt management, expenses type)
� Attend monthly forecast review with Finance and explain variances with budget
� Develop and maintain standard rules and process for office expenses
� Assist with Office Management responsibilities
� Identify optimal storage solutions
� Maintain and organize storage onsite and offsite partnering with each department contact
� Oversee housekeeping agencies and services performed in the NY office
� Act as point contact of the building manager and publish necessary building communication as needed
� Manage printers supplies and contract partnering with IT
� Act as Safety Point Contact for the NY Office
� Develop and implement safe-workplace programs and procedures to ensure adequacy in reducing risk exposure and compliance with local, state and federal Occupational Safety and Health Administration (OSHA) rules and regulations partnering with EHS Managers in the plants
� Inspect facilities on a monthly basis to identify and correct potential hazards and to ensure regulation compliance.
� Report out safety audit status to HR on a monthly basis following template provided by EHS Manager.
� All other duties as assigned
� Bachelor's degree in Business Administration, Human Resources or related field

� 7+ years of progressive administrative & HR Experience
� Strong communication skills a must. Ability to communicate effectively and succinctly, both verbally and in writing with all levels of an organization.
� Mastery level proficiency is required with computer applications (Word, PowerPoint, Excel, Outlook)
� Must have understanding of computer procedures and applications well enough to suggest input/output requirements and the use of additional applications.
� Creative Problem Solving, proactive mindset and initiative required
� Ability to function in a high demand, performance-driven environment
� Be proactive in developing relationships across the company
� Familiarity with international environment
� Significant customer first orientation
� Strong organization skills
� Keen attention to detail
� Ability to effectively manage multiple priorities
� Ability to maintain high levels of confidentiality
� Must be able to work a minimum of 8 hours per day and be on his/her feet for extended periods of time.

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Reference number US_EN_1_025234_11830750