HR & Executive Specialist

Position Overview: DCI is hiring a full-time HR & Executive Specialist. The HR & Executive specialist provides high-level administrative, operational, and human resources support to the HR team and senior leadership. This position serves as a key organizational partner, coordinating confidential HR meetings, senior leader administrative responsibilities, communications, records, and day-to-day operational priorities.

The ideal candidate is highly organized, detail-oriented, discreet, proactive, and able to manage competing priorities while maintaining a high level of professionalism and confidentiality.

Salary Range:  $50,000 - $65,000 (Starting salary is determined by education and years of relevant experience) 

Qualifications:

• Bachelor's Degree required.
• Prior human resources experience in benefits, onboarding, offboarding, training and data analysis is required
• Prior experience in education or a mission-driven organization strongly preferred.
• Demonstrated ability to use multiple technology platforms, including Google Workspace and Excel, with comfort learning new tools.
• Exceptional written and oral communication skills.
• Superior attention to detail and project management ability.
• Proven capacity to make progress through ambiguity and handle multiple priorities independently.
• Ability to work collaboratively with a diverse set of stakeholders and maintain a positive, professional demeanor.
• Must be able to pass a background check.

Essential Responsibilities: 

Human Resources Support

• Provide administrative support for day-to-day HR operations.
• Maintain confidential personnel records, HR files, forms, and documentation.
• Assist with onboarding and offboarding processes, including preparation of employee documentation and coordination of required activities.
• Support employee leave administration, including tracking documentation, deadlines, balances, and related correspondence.
• Assist with employee accommodation and other HR administrative processes under the direction of HR leadership.
• Prepare HR correspondence, notices, reports, and employee communications.
• Maintain HR calendars, deadlines, and compliance-related tracking systems.
• Assist with recruitment activities, including scheduling interviews, communicating with candidates, preparing interview materials, and maintaining applicant records.
• Support employee engagement initiatives, training, meetings, and HR events.
• Prepare and maintain HR reports, spreadsheets, audits, and tracking documents.
• Handle sensitive employee and organizational information with discretion and confidentiality.
• Serve as an administrative liaison between HR, employees, managers, and organizational leadership.

Executive Support

• Manage the Executive Director's calendar, appointments, and other logistics to ensure optimal use of time.
• Prepare the Executive Director for meetings by gathering materials, compiling talking points, and ensuring follow-up tasks are tracked and completed.
• Monitor and organize the Executive Director's email inbox, flagging priorities, drafting responses, and ensuring timely communication with key stakeholders.
• Support on any logistical / administrative tasks to enable the Executive Director to be more efficient or effective at their job.

Meeting & Event Coordination

• Plan and execute meetings and events for the Senior Leadership Team (SLT), including scheduling, logistics, materials preparation, catering, and on-site coordination.
• Logistics for all staff professional development days including food ordering and handout (including other similar events).
• Record and distribute meeting notes, ensuring next steps are documented and followed through including for public board meetings.
• Management of bookable spaces for the organization with strategic support from the Executive Director (ED) and Chief of Staff. 

Calendar and Information Management

• Support on the updating and implementation of DCI, SLT, and other relevant calendars (including supporting the Director of Communications with the DCI Internal Calendar).
• Support the creation of presentations, reports, and written materials that reflect DCI's tone, values, and professionalism.
• Update and manage the Staff Hub - the internal informational website for DCI.  

Other Duties

• Maintain a high level of confidentiality and professionalism in all matters.
• Provide general administrative support to ensure the smooth operation of the ED and SLT.

• Embrace French, Spanish, and Chinese cultures by leading and participating in cultural activities for faculty and students.
• Other duties as assigned.