What are the responsibilities and job description for the Human Resources Executive Assistant position at Loomis, Sayles & Company?
About the Role
The Human Resources department seeks a hardworking, versatile Executive Assistant with proven organizational skills, able to handle confidential information, excellent judgement, communication and people skills, and ability to multitask while maintaining a high level of professionalism, attention to detail and the ability to follow through on tasks to completion. This role will help support the Chief Human Resources Officer (CHRO) as well as other leaders in the department. The candidate must be comfortable with learning and navigating our HR system (Dayforce), be proficient in Microsoft Office Suite, has the ability to communicate effectively with all employees and outside vendors, as well as internal HR stakeholders. This role is generally expected to be in the Boston office three days a week.
About the Team
This role will be working closely with several individuals who are all based in the Boston office. This role will also regularly interact employees located in the US, UK, Singapore, and Netherlands, as well as outside vendors as needed.
Job Responsibilities
Administrative Responsibilities
- Provide administrative support, including composing and editing correspondence, answering and directing telephone calls, coordinating meetings or calls, processing expenses, making travel arrangements, assisting with periodic mailings, and taking meeting notes
- Acute sense of ethics when dealing with confidential matters
- Cultivate and build trusting relationships through active communication with Loomis employees, processing HR requests, resolving and troubleshooting issues and inquiries as they arise
- Oversee calendar management for the CHRO for internal and external meetings as well as calendar management for other HR department leaders
- Work with the finance department to manage and track invoices, expenses and checks for the team and the accompanying correspondence and documentation
- Assist with the creation and maintenance of team documents and presentations
- Interface with various groups in the organization to share or retrieve information
- Work independently and exercise judgment in dealing with internal and external parties
- Ensure appropriate and timely communication of information to and from managers
- Maintain working knowledge of relevant policies and procedures
- Lead day-to-day logistics for HR such as room and technology set up, catering, ordering supplies, and corresponding with session facilitators
- Assist with the onboarding process for new hires
- Assume responsibility for special projects and additional tasks as assigned
Qualifications & Education Requirements
- Bachelor’s degree or equivalent experience and four or more years’ of relevant work experience
- Trustworthy and able to responsibly manage confidential information and demonstrates judgment on all matters
- Collaborates effectively with peers and builds strong, positive working relationships
- Proficiency with computer applications (Word, Excel, PowerPoint)
- Exceptional communication skills – both verbal and written
- Superior attention to detail and organizational skills, making sure that work is done correctly, completely and to the highest standards
- Capacity to handle multiple tasks simultaneously with ease
- Ability to anticipate problems and provide solutions
- Team player who is willing to take on ad hoc projects
- A true self starter
- Flexibility and willingness to work outside hours when necessary
- Ability to resolve issues under tight deadlines
- Capacity to develop new, more efficient ways to do business and utilize technology
EEOC and Diversity Statement
Loomis Sayles is deeply committed to building a diverse and inclusive workforce in which talented individuals can realize their full potential and contribute to our growth and success. Please consider applying for this role even if your work history and skillset doesn’t completely match the job description. We believe creativity, tenacity and humility are as valuable as specific skills that can be practiced and perfected on the job.
We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, creed, color, gender, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.
