Human Resources Executive Assistant

DATE POSTED: 01/22/2025

JOB TITLE: HR Executive Assistant

RECRUITMENT NO: HHSC 01-25

POSITION STATUS: Exempt/Full-Time w/ Benefits

LOCATION: Hawaii Health Systems Corporation (HHSC), Corporate, Honolulu, HI

SALARY RANGE: $73,798

JOB DUTIES: The Human Resources (HR) Office develops policies, directs and coordinates system-wide human resources activities such as employment, labor relations, classification, compensation, employee transactions, employee relations, workers’ compensation, benefits, and training. The HR Office is responsible for the Corporation’s human resources management programs and works closely with the Corporate and Regional leadership, management of the various hospital facilities, State and County agencies, and the Unions.

The HR Executive Assistant is responsible for providing high-level administrative support to the Vice President and Chief Human Resources Officer. Assignments include organizing and coordinating multiple concurrent activities and interacting with individuals and groups at all levels in HHSC, as well as outside of HHSC, and performing other duties as assigned.

MAJOR DUTIES & RESPONSIBILITIES

The HR Executive Assistant provides confidential technical and administrative support to the Vice President and Chief Human Resources Officer (VP&CHRO) in all matters affecting personnel and is primarily responsible for the following:

Key Responsibilities (70%)

• Coordinate and support the VP&CHRO for meetings such as the Regional Chief Human Resources Officer (RCHRO), Personnel and Compensation (P&C) and HR Staff, assist in Board related matters, and other meetings as assigned. Organize and prepare for meetings, including but not limited to preparing agenda, gathering documentstaking minutes, set up, recording and monitoring the video teleconferencing system and attending to logistics of meetings.
• Prioritize the P&C and RCHRO meetings based on the importance and ensure all necessary preparations and minutes are completed in a timely manner and ensure timely distribution of these meetings for review and approval.
• Manage sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting the system-wide operations of HHSC.
• Coordinate VP&CHRO’s schedule and calendar management. Schedule appointments, meetings, and conferences and coordinate with internal and external stakeholders to ensure the VP&CHRO’s time is optimized. Prioritize and reschedule appointments as necessary to accommodate urgent matters.
• Manage effective communication between the VP&CHRO and other employees, partners and stakeholders. Respond to inquiries and requests in a timely manner.
• Prioritize emails and respond when necessary.
• Compile, reconcile and/or process expense reports.
• Manage correspondence, memos, reports, invoices, etc.
• Screen visitors and decide if they should be allowed to meet with the VP&CHRO.
• Review incoming and outgoing documents (correspondence, memos, invoices, etc.) and redistributing/processing them as necessary.
• Organize and maintain the office filing system.
• Research and organize data as requested and based on the VP&CHRO needs and deadlines.
• Assist the VP&CHRO with special projects.
• Assist the VP&CHRO in prioritizing tasks and managing workloads. Anticipate needs and proactively take action to ensure urgent tasks are addressed promptly.
• Assist and maintain various departmental application systems (certification, contracts, employee appraisal, SharePoint, etc.).
• Gather and merge data to complete annual local, state, and federal reports.
• Manage information flow in a timely and accurate manner. Flag urgent matters for immediate attention.
• Assess various situations, including incoming requests, inquiries, and issues, and determine urgency, importance, and appropriate course of action.

HR Support (20%)

• Coordinate travel and accommodation arrangements as required for VP&CHRO, HR Staff and other staff as assigned. Prioritizes and align VP&CHRO’s travel arrangements based on the urgency and importance.
• Serve as the Merit Appeals Board (MAB) Executive Assistant; coordinate and schedule the MAB hearings as necessary; organize and prepare for the hearing, including gathering documents and attending to the logistics for the hearing, taking minutes of the hearing and providing support to the MAB Board members; responsible for set up, recording and monitoring the video teleconferencing system for the meetings.
• Arrange for the procurement of necessary supplies, equipment, and material for HR. Recommend to the VP&CHRO new or enhanced supplies, material and equipment. Order and maintain supplies for HR.
• Schedule, plan and coordinate events for the HR (training, committee meetings, negotiations, etc.).
• Assist HR staff in any major rush or priority projects.

Other Duties (10%)

• HR receptionist (knowledgeable with HHSC operations to greet and direct visitor to appropriate staff/department).
• Assume coverage for other secretaries as assigned.
• Require a driver’s license to include but not limited to dropping off mail at the post office, picking up paychecks, attending/coordinating off-site meetings, etc.
• Perform a variety of other duties as required/assigned.

THE MINIMUM QUALIFICATION REQUIREMENTS ARE: Applicants must meet all of the following requirements. Please note that unless specifically indicated, the required education and experiences may not be gained concurrently. In addition, qualifying work experiences are based on a 40-hour work week.

EDUCATION: High school degree or equivalent required. Bachelor’s degree is desired.

EXPERIENCE: Three (3) to five (5) years of work experience as an Executive Assistant, Administrative Assistant or similar role, preferable experience in the HR field. Must be proficient in Microsoft Office.

CERTIFICATION: None.

LICENSE: Possession of a State of Hawaii driver's license (Class 3) or any other valid comparable driver's license as applicable.

DESIRED KNOWLEDGE, SKILLS AND ABILITIES:

• Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel)
• Exceptional writing, editing, and proofreading skills
• Strong time-management skills and ability to organize and coordinate multiple concurrent projects
• Maintain the utmost confidentiality regarding sensitive information and company matters
• Handle sensitive documents and communications with discretion and professionalism Ability to function well in a high-paced environment
• Ability to communication effectively and professionally
• Flexible team player, willing to adapt to changes and unafraid of challenges
• Strong attention to details

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS: Employee must meet the health and physical requirements deemed necessary to effectively and safely perform the essential functions of the position with or without reasonable accommodation. May be required to work long and irregular hours to support the VP&CHRO on special projects.

Job Type: Full-time

Pay: From $73,798.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: Hybrid remote in Honolulu, HI 96816

Salary : $73,798