Executive Staff Assistant

Join our client, a renowned research institution at the forefront of astrophysical exploration, as an Executive Staff Assistant. In this dynamic role, you will support senior leadership in maintaining seamless office operations and facilitating critical meetings and projects. This is a unique opportunity to contribute to groundbreaking scientific endeavors while working in an environment dedicated to knowledge expansion and public dissemination of science. The position offers a vital behind-the-scenes role that ensures the smooth functioning of the Director’s Office, supporting the mission to advance our understanding of the universe.

Compensation

$30-35/hr (temp) / $70,000-$85,000 (perm)

Responsibilities

• Coordinate all meeting logistics, including agenda preparation, content gathering, room arrangements, and follow-up documentation.
• Facilitate the recruitment process by managing applicant workflows, scheduling interviews, and coordinating candidate visits.
• Support various HR functions such as initiating employment actions and updating personnel records within HR systems.
• Organize and oversee a range of events, from staff recognition to internal celebrations, handling vendor arrangements, invitations, and budgeting.
• Manage front desk duties, maintain daily calendars for executive staff, and assist visitors with professionalism as the first point of contact.
• Provide technical support for special projects, including designing presentation materials, developing organizational diagrams, and consolidating data displays.
• Conduct internal surveys, analyze responses, and compile reports to aid decision-making processes.
• Prepare administrative documentation such as travel authorizations, purchase requests, and personnel forms.
• Verify the accuracy of signature requests, ensuring timely processing and approval.
• Collaborate with team members to streamline workflows and deliver timely resolutions for shared tasks.
  
  

Requirements

• Proven expertise in managing complex schedules, records, and administrative procedures with meticulous attention to detail.
• Strong organizational skills and the ability to prioritize a high volume of tasks efficiently.
• Knowledge of travel, procurement, and human resource support systems; familiarity with applicant tracking systems and electronic signatures preferred.
• Experience planning and executing internal and external events, from logistics to coordination.
• Excellent verbal and written communication abilities, with proficiency in creating clear and professional documents.
• Demonstrated experience with productivity software such as MS Office, Google Suite, and other office support tools.
• Knowledge of federal regulations, policies, and procedures relevant to office operations.
• Minimum education: Bachelor's degree or equivalent combination of education and experience.
  
  

Our Commitment to Inclusion & Belonging

The Hollister Group is an equal opportunity employer. We welcome and encourage applications from people who are under-represented in their respective occupation or position.

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