Executive Administrative Assistant (HR)

Provides general administrative support to the Senior VP of Human Resources and GVP of Human Resources. Ensure all day-to-day activities are resolved by maintaining ongoing communication, organizing all routine departmental activities and handling special projects as needed.

ESSENTIAL FUNCTIONS:

 List the core duties or tasks that are fundamental to the performance of the job. Define purpose, function and the result to be accomplished. Also, focus on frequency, time spent, etc. List in order of importance.

Perform administrative general office duties of a responsible and confidential nature, executing, with minimal direction, secretarial support at the highest level. Maintain a variety of complex records and files. Including digital and hard copy files.

Coordinate use of major conference room and maintenance of equipment.

Act as liaison between department managers and their staff in matters involving the GSVP/SVP/GVP including meetings, documentation, and activities requiring authorized action.

Take appropriate authorized action in the absence of the GSVP/SVP/GVP to ensure that matters requiring attention are referred to and handled in a manner to minimize the effect of the absence. Handle projects as assigned, work independently with minimal supervision.

Produce letters, reports, bulletins, memoranda, presentations, speeches, rough drafts, verbal instructions and email, including material of a confidential nature.

Independently coordinate travel, including ground transportation, hotel accommodations, itinerary planning, meeting coordination, and ensure office requirements and facilities at destination are arranged, if required.

Manage SVP/GVP calendar working closely with other executive level admins to ensure efficient flow of information. Backup calendaring for GSVP HR.

Manage budget, process invoices, expense reports and assist in budget planning. Receive and screen communications to the GSVP/SVP/GVP including telephone calls and e-mail messages, recorded messages and/or provide assistance using independent judgment to determine what requires priority attention; channel and facilitate communication from customers and associates and redirect callers to appropriate department/field representative for resolution/assistance.

Interface with Executive admin (role has dotted line responsibility for this role) and their support staffs as necessary to ensure appropriate flow of information, meetings, and other activities as needed.

Responsible for managing and administration of large scale event planning including offsite meetings (facilities, catering, meals, materials, transport and equipment).

Coordinates and resolves issues as necessary.

COMPETENCIES:

Communication

Planning and Organizing

Analysis and Judgment

Customer Support

Credibility and Trust

Independence

Results Orientation

Interpersonal & Political Savvy

Problem Solver

Humble

QUALIFICATIONS AND SPECIAL SKILLS REQUIRED:

Two to four years of proven experience working in a high energy, demanding, multi-tasking environment; experience providing administrative and logistical support to a top executive; experience with scheduling travel arrangements; financial reimbursements, communicating with senior level internal and external contacts; ability to shift priorities; superior organizational skills;

Communicate effectively with co-workers, senior level internal and external contacts and representatives of public and private organizations to exchange and convey information; maintain confidentiality of privileged information obtained in the course of work.

Organize own work, coordinating projects, setting priorities, meeting deadlines and following up on assignment with minimum direction.

Knowledge of principles and business letter writing and basic report preparation; grammar, spelling, punctuation and vocabulary; compose, independently or for moral instructions, correspondence with minimum direction.

Advanced skills in word processing, presentation, spreadsheet and other software, Microsoft Office, i.e. Visio, MS Word, Excel, PowerPoint

Knowledge of standard office administrative practices and procedures, including the use of standard office equipment.

Basic budgeting theories and principles; basic mathematical computations. Accounting and record keeping skills

Ability to use discretion in handling confidential information

Attention to detail and accuracy is critical

Telephone techniques and etiquette

Ability to work as a key team member with a diverse group of professional staff

Operate a keyboard at a corrected rate of 60 words per minute

College degree required

PHYSICAL REQUIREMENTS/ADA: Please include any additional physical requirements below the standard requirements

Requirements: Consistent timeliness and regular attendance. Job requires ability to work in an office environment, primarily on a computer. The job also requires sitting, standing, walking, talking on the telephone, attending in-person meetings, typing, and working with paper/files, etc.

Occasional Requirements: Job occasionally requires bending, kneeling, reaching, and lifting up to 10 pounds.

May also require occasional driving and/or traveling overnight for business functions or site visits.

Vision requirements: Ability to see information in print and/or electronically.

SUPERVISORY RESPONSIBILITIES: Indicate positions (list of job titles) directly supervised by this position. None

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Reference number US_EN_99_025101_11972547