What are the responsibilities and job description for the Executive Assistant position at Red Clover HR?
Description
About us:
Topology is all about collaborative planning and people centered community development. Our team helps public and private clients articulate clear goals, guide investment, and use creativity to manage the planning process. We lead projects and seek community consensus while meeting multiple bottom lines.
We produce master plans, neighborhood plans, redevelopment plans, and site plans that are effective, feasible, and catalytic. We are effective project managers and problem solvers.
We seek an Executive Assistant who is ready to shape the future of our workplace and help drive impact from behind the scenes. We’re a tight-knit, forward-thinking team that thrives on efficiency, creativity, and collaboration. We’re looking for someone who is organized, proactive, and energized by the opportunity to support both our people and our leadership. From onboarding new talent to helping manage the CEO’s day-to-day, you’ll be at the heart of our operations. At Topology, we believe strong internal systems are the foundation for doing transformative work externally. Join us and help build that foundation.
About the role:
As a part-time Executive Assistant you are a support system within the Operations Team at Topology. You will be responsible for HR functions covering the full employee life cycle. Additionally, you provide essential support to the CEO assisting in the management of his calendar and emails. And you will actively participate in and contribute to the Topology culture and brand.
Key Responsibilities
Calendaring and In Office Support:
- Support CEO and senior leadership with calendar and email management, including preparing and editing correspondence, communications, and other documents, ensuring all communication is professional, clear, and includes detailed information.
- Schedule and facilitate a daily recap meeting with the CEO to review key emails, urgent matters, and important updates, ensuring timely attention to priorities and smooth communication flow.
- Plan and schedule events for the team, including company holidays, employee relations functions, recruitment events, and team gatherings.
- Provide support with financial record keeping, including tracking and reconciling monthly escrow accounts.
- Manage and maintain organized business and contract files.
- Provide in-office support, including assisting with office management tasks such as ordering supplies, managing office equipment, and coordinating with vendors, and arranging office cleaning.
HR Administration:
- Maintain accurate data entry and records management across HR systems and databases.
- Provide administrative support for HR filing and documentation process.
- Assist with onboarding and offboarding processes to ensure a smooth employee experience.
- Support compliance with labor laws and internal HR Projects
- Coordinate logistics and take notes for the weekly team meeting.
- Assist with recruitment efforts, including scheduling interviews and managing candidate communications.
- Demonstrate discretion and maintain strict confidentiality with sensitive company information.
Employee Relations:
- Respond promptly to employee inquiries and requests, providing accurate information or directing them to the appropriate resource, and escalating complex issues to HR or leadership as needed
- Support positive and inclusive team culture by actively participating in Diversity, Equity, and Inclusion (DEI) initiatives, including serving on DEI committees.
Skills, Knowledge and Expertise
- Associate’s degree preferred or equivalent work experience.
- High attention to detail with a commitment to accuracy
- Ability to handle complex, political and sensitive situations.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- Excellent time management and organizational skills.
- Proven ability to meet hard deadlines.
- Exceptional verbal and written communication skills, with a focus on clarity and professionalism.
- Skilled in data management and maintaining accurate records.
Your Competencies
- Communicates Effectively - Develops and delivers multi-mode communications that convey a clear understanding of the unique needs of different audiences.
- Collaborates- Builds partnerships and works collaboratively with others to meet shared objectives.
- Nimble Learning- Actively learns through experimentation when tackling new problems, using both successes and failures as learning fodder.
- Plans and Aligns - Planning and prioritizing work to meet commitments aligned with organization goals.
About Red Clover HR
We specialize in delivering innovative solutions and exceptional services to meet the diverse needs of our clients. With a strong commitment to quality and customer satisfaction, we strive to exceed expectations and drive success in every project we undertake.
Salary : $25 - $27