Executive Assistant, Human Resources

Overview

The Human Resources Office of the Vice President and the Learning and Inclusion Office of the Vice President are seeking an exceedingly motivated individual who will provide the Vice Presidents with highly skilled administration and office management support. As needed, the Executive Assistant will support directors of the Vice President Human Resources for office management support. This is a highly visible position that requires a significant level of professionalism, with the ability to maintain confidentiality, work independently, exercise discretion and sound judgement/decision making. Strong interpersonal and communication skills - both verbal and written are required in addition to strong computer skills.

Responsibilities

Core Responsibilities

• Provide office management/administrative support for 2 Vice Presidents and direct reports. Maintain and schedule daily calendar for the VPs.
• Responsible for tracking tasks assigned to the Vice Presidents direct reports, screening calls, receiving visitors, maintaining monthly reports and files, handle travel and expense entries into Oracle, and scheduling appointments.
• Prepare correspondence, respond to and resolve executive calls and requests for information from internal and external customers.
• Coordinate and manage various human resource concerns, including payroll inquiries, benefit and compensation matters, appropriately direct concerns from employees, retirees, vendors and other stakeholders for resolution.
• Respond to and track complaints and sensitive correspondence from internal and external stakeholders.
• Schedule meetings and assist with presentation preparation for various meetings. Schedule and maintain appointments/meetings for HR such as expanded staff meeting, VP staff meetings, and other meetings as required.
• Establish and maintain follow up action files and systems as required on complaint activities, meetings, conferences, responses, and all other relevant matters.
• Coordinate and follow up with responsible meeting hosts to ensue material is sent out prior to meetings and all necessary equipment is available for meetings.
• Assist with special projects, duties, and/or special events as needed and perform all other related tasks and assignments as required.
  
  

Qualifications

Required Education/Experience

• High School Diploma/GED and 3 years relevant work experience or
• Bachelor's Degree 2 years relevant work experience
  
  

Preferred Education/Experience

• Bachelor's Degree and 2 years relevant work experience
  
  

Relevant Work Experience

• Strong oral and written communication skills as well as proficiency in the Microsoft Office suite, required.
• Strong interpersonal and organizational skills with strong attention to detail, required.
• Ability to work independently, demonstrate initiative, and exercise discretion in coordinating projects, reports and information as required.
• Ability to be a self-motivator, highly energetic, look beyond obstacles and constantly strive for excellence, required.
• Organize, manage, prepare and assist in various internal reports, communications and activities that support the VP, required.
  
  

Skills and Abilities

• Demonstrated ability to maintain confidential information
  
  

Licenses and Certifications

• Driver's License Required
  
  

Physical Demands

• Ability to push, pull, and lift up to 25 pounds
• Sit or stand to answer a phone for the duration of the workday
• Sit or stand to use a keyboard, mouse, and computer for the duration of the workday
  
  

Additional Physical Demands

• The selected candidate will be assigned a System Emergency Assignment (i.e., an emergency response role) and will be expected to work non-business hours during emergencies, which may include nights, weekends, and holidays.