Executive Assist

Job Summary - This position is responsible for providing administrative support services the Senior Vice President of Human Resources (SVP HR).  The position requires the ability to work independently, exercising judgment and initiative in a variety of operational and administrative areas.  Individual must have good administrative, communication and computer skills including but not limited to Excel, Word, PowerPoint and Visio.  This position will need to be flexible and able to juggle many competing priorities with a positive attitude.   Individual must be able to maintain confidentiality of work-related items.

Essential Functions:                           

• Coordinate and manage the SVP’s calendar, including scheduling internal and external meetings.
• Prioritize, plan, and adjust the SVP’s schedule as needed to ensure effective time management.
• Arrange travel logistics, including flights, hotels, ground transportation, and itineraries.
• Prepare agendas, presentations, and materials for meetings.
• Organize and take minutes during key meetings, ensuring action items are documented and followed up on.
• Coordinate with other department leaders to facilitate cross-departmental meetings and events.
• Act as the primary point of contact for communications directed to the SVP.
• Draft, review, and manage correspondence, emails, and other communications on behalf of the SVP.
• Ensure prompt responses to inquiries and maintain confidentiality in all communications.
• Assist the SVP in managing HR-related projects, tracking milestones, and monitoring deadlines.
• Coordinate with various HR teams and other departments to gather information, compile reports, and ensure projects stay on track.
• Prepare summaries and status updates for the SVP on ongoing projects.
• Organize HR department events, team-building activities, and SVP-led engagements.
• Coordinate logistics for virtual or in-person events, including securing venues, handling RSVPs, and managing follow-up communications.
• Process and track expense reports for the SVP, ensuring compliance with company policies.
• Assist with budget tracking, invoices, and expense reconciliation for the HR department, as needed.
• Monitor financial transactions related to travel, office supplies, and other departmental expenses.
• Provide day-to-day administrative support to streamline SVP’s operations.
• Order and manage office supplies and resources for the SVP and HR department as needed.
• Conduct research on various HR topics, market trends, and strategic initiatives as requested by the SVP.

• Back-up to Receptionistand other Executive Assistants.
• Perform other related duties, as assigned.

Qualifications:

• Strong communication, written skills, and interpersonal skills (required to establish and maintain inter-departmental relationships).
• Comfortable with fast paced work environment.

• Ability to work independently and as part of a team.
• Reliable attendance and dependability in meeting commitments and deadlines are essential functions of this position.

Education, Training and Experience:

• Minimum of 2-5 years related experience and/or training; or equivalent combination of education and experience.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence. Ability to speak effectively before groups of employees.
• Advanced proficiency in Microsoft Word, Excel, PowerPoint and database applications.
• Certified Notary Public or willingness to become one

Physical Demands:  The following physical and mental demands are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. While performing the duties of this job, the employee is frequently required to sit, sometimes for prolonged periods while working at a desk, on the phone, and/or on the computer; type on a computer keyboard; use hands to finger, handle or feel; talk or hear; reach with hands or arms; walk or stand; and perform some repetitive motion activities.
2. Specific vision abilities required by this job include close vision, color vision, color differentiation, peripheral vision, depth perception, and ability to adjust focus.
3. This position requires the ability to work effectively as part of a team; and concentrate on a variety of details when faced with interruptions and changing work priorities.
4. The mental demands are representative of those that must be met by an employee to successfully perform the essential functions, as described above, including but not limited to: demonstrated ability to anticipate and solve practical problems or resolve issues; reason, calculate figures and amounts; collect, interpret, and/or analyze complex data and information, and draw valid conclusions; interpret procedures and policies; and meet schedules in a dynamic and sometimes demanding work environment.
5. The noise level in this work environment is usually moderate. The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job in a typical office environment.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.