Human Resources/Executive Administrator

Position Overview - Onsite Position in Piedmont, SC

The Human Resources/Executive Administrator provides administrative support to the President/Chief Executive Officer, the Board of Trustees, and the Human Resources department. This position assists with day-to-day administrative operations by coordinating meetings, maintaining records, preparing communications, and supporting various organizational initiatives.

The Human Resources/Executive Administrator serves as a professional point of contact for internal and external stakeholders while maintaining confidentiality, organization, and attention to detail. This position also supports Human Resources with administrative functions related to onboarding, communications, and employee programs.

Essential Functions

Executive and Administrative Support:

• Provides administrative support to the President/Chief Executive Officer, as well as the executive team.
• Maintains executive calendars, including scheduling meetings, appointments, and events.
• Coordinates meetings by preparing agendas, compiling materials, recording minutes, and tracking follow-up action items.
• Assists in planning and coordinating executive meetings, events, and leadership activities.
• Drafts, edits, and distributes professional correspondence, communications, reports, and presentations on behalf of executives.
• Serves as a primary liaison for executive leadership, facilitating communication with internal departments and external stakeholders.
• Communicates with donors to obtain information regarding reimbursement plans and reconcile donations to donor requests.
• Maintains confidential and sensitive information with the highest level of discretion and professionalism.
• Maintains organized electronic systems and records.
• Tracks key deadlines, action items, and deliverables to ensure timely completion.
• Prepares and processes expense reports, invoices, and administrative documentation.
• Assists with insurance renewals, audits, and other administrative projects as assigned.
• Works with Donor Resources to obtain signed contracts with property owners prior to blood drives.
• Processes donor benefit claims and assists business office as necessary in issuing benefits.
• Sorts and distributes incoming mail and makes trips to the post office as needed.

Board of Trustees Support:

• Maintains current Board of Trustees roster and trustee term information.
• Assists President/Chief Executive Officer in scheduling full board and board committee meetings and retreats.
• Prepares and distributes board meeting materials.
• Attends full board meetings, board committee meetings, and retreats, and records minutes.
• Drafts complete minutes, obtains approval from the presiding officer, and prepares and distributes final minutes to trustees.
• Maintains current and archived board records including articles of incorporation, bylaws, meeting minutes, trustee rosters, committee rosters, committee charges, board resolutions, etc.

Human Resources Administrative Support:

• Assists with scheduling new hire orientation and onboarding activities.
• Tracks pre-employment requirements, including background checks, drug screens, physicals, education, and related items.
• Coordinates onboarding materials and assists with new hire paperwork.
• Assists with preparing internal communications.
• Assists with maintaining personnel files and HR documentation.
• Provides administrative support for HR projects, meetings, and training initiatives.
• Processes employment verification requests.
• Monitors required license and certification expiration dates and notifies leaders of upcoming renewals.

Minimum Qualifications

• Bachelor’s degree is required, preferably in Business Administration, Communications, or a related field.
• Demonstrated experience in calendar management, meeting coordination, logistical planning, and handling confidential information.
• Ability to communicate effectively, professionally, and courteously with executives, staff, and external stakeholders.
• Strong verbal and written communication skills.
• Exceptional organizational skills with the ability to manage multiple priorities simultaneously.
• Proven ability to organize, prioritize, and manage workload while meeting deadlines.
• Strong analytical and problem-solving skills; ability to anticipate needs and proactively resolve issues.
• Proficient computer skills, including Microsoft Word, Excel, and PowerPoint.
• Ability to learn and utilize internal systems and office technologies.
• Comfortable working in a fast-paced environment with changing priorities.
• Strong attention to detail.

Physical Demands

The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Lifting up to 25 pounds
• Sitting, standing, or walking for an extended period of time
• Bending and twisting