Executive Assistant- HR and IT

Essential Duties & Responsibilities:

• Provide administrative support for the VP of HR and VP of IT and coordinates VP’s appointment calendars daily to assure timely and appropriate coordination of activities and status of assigned projects.
• Assists with administrative detail on special matters assigned by VPs; receives and arranges calls and appointments and provides requested information where possible utilizing independent judgment, knowledge and interpretation capabilities.
• Composes and constructs complex meeting agendas independently for VPs by utilizing a variety of record keeping and recording models; also determines and anticipates agenda items; reports and communicates information verbally, in writing and electronically, with knowledge and interpretation of policies and regulations. Manages meeting proceedings.
• Oversee travel and meeting arrangements; coordinates and prioritizes workflow and activities including the status of assigned projects in a timely manner; also performs a variety of related support tasks as necessary.
• Provide administrative assistance to the team by preparing correspondence and presentations, managing calendars, developing itineraries, and making travel arrangements.
• Ability to understand and anticipate challenges facing leadership executives and be able to manage/reschedule priorities effectively and proactively.
• HR budget monitoring, review of reports, and maintenance of expenditure records. Reconcile and submit monthly HR related credit card expenses.
• Plan, organize, promote, coordinate, and oversee company and employee events, including set up and tear down. This may include working off shifts such as second and third shift.
• Perform various special studies and projects, gather required information, compile statistics, develop format, and prepare reports.
• Use multiple technical applications including word processing, database management, spreadsheets, graphics and presentation software, electronic calendars, email, and other technical applications as needed.
• Maintain confidentiality, organization, integrity, and professionalism. Handle sensitive/confidential information that requires a high level of discretion to ensure employee confidence.
• Availability to work evenings, weekends, and holidays, if needed.
• Perform other related duties as required.

Essential Skills:

• Competencies needed are reliability, highly organized, adaptable, and able to maintain confidentiality.
• Strong attention to detail and the ability to accurately gather and report information.
• Excellent verbal, listening, and written communication skills.
• Ability to work in a fast-paced environment and adapt to changing priorities or tasks and handle well under pressure.
• Ability to manage various tasks and priorities simultaneously and problem solve in an effective, timely, and cost-appropriate manner.
• Must have the ability to work independently and as part of a team on projects.
• Proficiency in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint) and teleconferencing platforms.

Qualifications:

• 2-5 years of experience or equivalent combination of education and experience.
• Experience in Human Resources preferred.
• Bilingual (Spanish/English) desired.

Working Climate:

The position is primarily sedentary but requires the ability to occasionally carry boxes up to 50 lbs. in weight and be on your feet for several hours.

• Possible prolonged periods of standing and walking.
• Working in crowded, busy, and noisy environments.
• Ability to remain calm under pressure and deal with unexpected situations with creative solutions.
• Ability to work indoors and outdoors for event execution.

Disclaimer:

This job description indicated the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities required of the incumbent. Incumbents may be asked to perform other duties as required.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.