Executive Assistant / Human Resources Representative

Description

This position provides essential administrative support with a high level of professionalism, discretion, and independent judgment. Responsibilities include managing executive correspondence, coordinating travel arrangements, meeting support, and overseeing complex calendaring. Additionally, the position serves as the first point of contact for Human Resources, assisting employees and applicants, administering benefits, handling new hire documentation, maintaining confidential records, and facilitating employee communications and events.

The ideal candidate is highly organized, detail-oriented, and capable of working with minimal supervision while ensuring the seamless execution of administrative and HR-related functions. As well as having experience in Paycom.

General Duties & Responsibilities

• Interacts with the Agency and Endowment Board of Directors by managing meeting notifications and follow-ups, coordinating meeting preparations and documents, attending meetings, recording minutes, and ensuring the timely distribution of meeting records.
• Independently analyzes complex, non-routine administrative tasks, exercising sound judgment and initiative to determine appropriate solutions. Navigates ambiguous situations with limited standardization, applying critical thinking to address challenges and optimize outcomes.
• Serves as the primary liaison between the CEO and employees, facilitating clear and effective communication.
• Supervises receptionist.
• Reviews and evaluates incoming memos, submissions, reports, and mail to assess their significance and determine appropriate distribution.
• Handles company errands to support the preparation and execution of corporate events and activities.
• Prepares and manages information by formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Optimizes executives' time by reviewing, researching, and directing correspondence; drafting letters and documents; gathering and analyzing information; and initiating communications.
• Conducts research and prepares professional correspondence.
• Coordinates and manages travel arrangements, appointments, and meetings.
• Proactively anticipates, prioritizes, and equips the CEO for travel, meetings, and presentations.
•  Handles expense report processing and maintains organizational charts and phone lists.
• Upholds confidentiality to protect customer trust and safeguard company operations.
• Oversees project completion by delegating tasks to staff and ensuring follow-through on results.
• Submits technical cases to external vendors and monitors progress through resolution.
• Manages office supply inventory by assessing stock levels, anticipating needs, evaluating new products, placing orders, and verifying deliveries.
• Leads recruitment efforts by keeping job descriptions updated and posting job openings to attract qualified candidates.
• Conducts interviews, screens candidates, and recruits for entry-level, professional, and technical positions.
• Evaluates applications and interviews applicants to ensure alignment with job-specific requirements.
• Maintains OSHA recordkeeping and reporting compliance.
• Manages compliance and documentation for annual audits, ensuring accuracy and regulatory adherence.
• Respond to requests regarding unemployment and EEOC charges
• Ensure proper procedural follow through with all human resources transactions including status changes, pay changes, terminations, address changes, etc.
• Ensure policies, procedures and HR programs are consistently administered, aligned with organizational goals and are in compliance with professional standards, state and federal regulatory requirements and laws.
• Advise managers on HR policies and programs including employee relations issues.
• Reviews operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
• Provides comprehensive human resources support for the day-to-day operations
• Coordinates new hire orientation, benefits open enrollment and company-wide meetings with outside brokers
• Maintains employee handbook and company policies
• Answers employee questions about human resources policies and procedures
• Maintains HR files, processes all new hire paperwork
• Serves as backup in the absence of the front office receptionist
• Prepares AAP compliance reporting and Workers Comp reporting
• Represents HR during all employee meetings/presentations, delivering key changes or updates in benefits, policies, or procedures
• Prepares performance review for front office receptionist
• Maintains various content on company websites
• Other important duties, as assigned

Qualifications

Knowledge/Skills

• Experience with Paycom is preferred.
• Strong administrative and clerical procedures and systems, managing files and records, designing forms, policies and procedures
• Strong principles and processes for providing customer service
• Strong ability to multi-task
• HR database and/or record keeping.
• General knowledge of local, state and federal employment laws and procedures.
• Strong time management and organization skills with ability to prioritize and work on multiple projects.
• Strong ability to make quick decisions where appropriate; knows when to seek input or second opinion.
• Strong verbal and written communication skills and organizational skills.
• General knowledge of office equipment and machines, including personal computers.
• Solid knowledge of key Microsoft Office applications.
• Proficiency in the use of Microsoft Office Products.
• Strong ability to create presentations with strategic input.
• Other related duties, as assigned.

Education and/or Experience

• 2 years relevant experience preferred
• 1 years of human resources and employee benefits experience
• Bachelor’s degree in human resources or equivalent experience in related field
• Working with Executive-level individuals’ experience required

Work Environment

• Climate controlled office environment
• Professional office environment
• Occasional exposure to the manufacturing areas where automated equipment is in use
• Moderate noise level

Physical Requirements

• Sit, stand, walk, hear, kneel, crouch, crawl, bend
• Use of hands, fingers, feel, handle objects
• Viewing of computer monitor and repetitive motion on the keyboard and calculator
• Close vision, color vision and depth perception
• Carry, push, pull, or lift a minimum of 50 lbs. (weight exceeding 50 lbs. must be shared with co-workers or by using lifting equipment)

Travel/Transportation

Reliable transportation to and from work and within required business hours is a must. A driver’s license is required.

Employment Classification

Full-time, salaried, exempt

Office Hours

• Office hours are Monday through Thursday, 7:00 am – 5:30 pm. Occasionally hours outside of normal office hours may be needed to meet company objectives.

The above statements describe the general nature and level of work being performed.  They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required for the position.  Employees holding this position will be required to perform any other job-related duties as requested by management.  All requirements are subject to possible modification to reasonably accommodate individuals with a disability.

Lighthouse for the Blind of Fort Worth, a non-profit organization, is an Equal Opportunity Employer.

Salary : $40,000 - $60,000