Executive Assistant, Human Resources

The Executive Assistant provides high-level administrative and professional support to the HR executive team to enhance the effectiveness of these executives. Executes a variety of complex administrative duties requiring sensitivity and discretion. This role is a seasoned professional who maintains poise in fast-paced situations and is required to use independent judgment and initiative in the planning, organization, and performance of confidential and time sensitive administrative assignments.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Plans, schedules, and organizes the executives’ calendars and related business activities; coordinates day-to-day activities, manages schedule conflicts and challenges, and provides daily itineraries. Plans and coordinates executive meetings on and off-site, including travel coordination. Works closely and effectively with the executives keeping them well informed of upcoming commitments and responsibilities, following up appropriately.
2. Ensures project objectives are met by monitoring and measuring progress; coordinates the necessary people and resources to implement plans. Manages administrative projects, ensuring on-time completion and accuracy of information.

3. Serves as a diplomatic gatekeeper that effectively filters both internal and external calls, visitors, and other inquiries. Manages flow of information through the HR executive team while maintaining confidentiality and discretion. Acts as a liaison for visitors, including contacting and escorting as needed.

4. Prepares information, composes and proofreads for highly accurate correspondence, memoranda, reports, letters, forms and presentations as directed, including all supporting documents, charts, spreadsheets, etc.

5. Resolves obstacles to success through clear plans of action and uses innovative problem solving and critical thinking approaches to recommend solutions. Follows up with appropriate management on pending information and requests. Conducts research, prepares documents and communications on various topics to support the executive decision-making process.
6. Processes and tracks documents for executives, e.g., expense reports, check requests, and credit card reconciliation. Collaborates with other HR functions for proper processing of billing and contracts requiring executive involvement. Ensures accuracy of invoices, contracts, and documents.
7. Performs other duties as assigned to support the efficient operation of the department.

EDUCATION, EXPERIENCE AND QUALIFICATIONS

• High School Diploma or GED required.
• Bachelor’s Degree in business administration preferred.
• Minimum five (5) years of progressive administrative support experience required, preferably in Human Resources.

KNOWLEDGE, SKILLS AND ABILITIES (KSA)

• Executive office experience preferred.
• Experience working in a professional environment where confidentiality, initiative, sound business judgment, attention to detail, and a flexible and adaptable approachis critical.
• Exceptional verbal and interpersonal communication skills, grammar, business writing, and editing, proofreading, and presentation preparation skills are required.
• Extensive experience managing calendars for multiple individuals and determining the priority of meeting requests and events.
• Ability to perform efficiently in a fast paced, high demand environment.
• Ability to prioritize deadlines, organize a diversified workload, and recommend administrative process improvements as necessary.
• Proficiency with Microsoft Office, Word, Outlook, PowerPoint and Excel.

LICENSES, CERTIFICATIONS AND REGISTRATIONS

• At the discretion of the San Manuel Tribal Gaming Commission, you may be required to obtain and maintain a gaming license.
• No Driving Responsibilities: Role does not require a driver’s license or insurance.

PHYSICAL REQUIREMENTS/ WORKING CONDITIONS – ENVIRONMENT

The physical demands and working environment described here are representative of those that an employee encounters and must be met by an employee to successfully perform the essential functions of this job.

• Primary work environment is in a climate-controlled office setting.
• Work requires travel to attend meetings, trade shows, and conferences.
• Incumbents may be required to work evening, weekend and holiday shifts.
• Must be able to work in a fast-paced, high-demand environment.
• Strength sufficient to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects and/or move up to 40 pounds occasionally.
• Sedentary work: involves sitting most of the time. Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Physical activities that apply to the essential functions of the position are balancing, stooping, kneeling, crouching, reaching, pushing, pulling, lifting, grasping, talking, hearing, and repetitive motions.
• Hearing sufficient to hear conversational levels in person, via videoconference and over the telephone.
• Speech sufficient to make oneself heard and understood in person, in front of groups, in meetings, via videoconference and over the telephone.
• Visual acuity that meets the requirements of the position: The worker is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; expansive reading and visual inspection of employees, visitors or facility.
• Mobility sufficient to safely move in an office environment, walk, stoop, bend and kneel, and enter, exit and operate a motor vehicle in the course of travel to promotional events, meetings, conferences, trade shows and San Manuel properties.
• Endurance sufficient to sit, walk and stand for extended periods, and maintain efficiency throughout the entire work shift and during extended work hours.
• The employee may be exposed to fumes or airborne particles including secondhand smoke.

Reasonable accommodation will be made in compliance with all applicable law.

As one of the largest private employers in the Inland Empire, San Manuel deeply cares about the future, growth and well-being of its employees. Join our team today!