Administrative Assistant to EVP of People and Culture

About the role

The Administrative Assistant will play a key role in ensuring the smooth operation of the People and Culture department by providing high-level support to the Executive Vice President of People and Culture. This role requires an individual with a strong attention to detail, excellent communication skills, and exceptional organizational abilities. The ideal candidate is a proactive problem-solver who can manage complex schedules and assist with department-related administrative tasks.

Responsibilities

• Organize complex calendars and schedules, resolving any scheduling issues, and perform calendar analysis to ensure maximization of time.
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.
• Draft and prepare correspondence for internal announcements, meetings, and organizations.
• Use discretion, confidentiality, and sound judgment to handle C-Level matters.
• Proofread, verify, and review materials, applications, records, reports, and publications for accuracy, completeness, and conformance with established standards, regulations, policies, and procedures; ensure materials, reports, and packets for signature are accurate and complete.
• Assist in preparing and managing presentations and decks.
• Represent the company and the Executive in a positive light through great follow-through skills.
• Conserve time by reading, researching, collecting, and analyzing information as needed, in advance.
• Manage conflict resolutions and handle all disputes swiftly and efficiently.
• Prepare detailed itineraries for business travel and events.
• Handle confidential correspondence and communications with professionalism.
• Assist with tracking and reporting departmental budgets and expenditures.
• Assist with preparing presentations, reports, and other documents as needed.
• Collaborate with the People and Culture team on projects and initiatives.

Requirements

• Expert written and verbal communication skills and presentation ability.
• Proactive problem-solving skills with flexibility and creativity in seeking solutions for business challenges.
• Outstanding organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including team members, extended colleagues, external partners, and the community.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer, typically throughout the duration of a standard workday.
• Ability to operate standard office equipment including a computer, keyboard, mouse, monitor, and telephone with a high degree of speed and accuracy.
• Ability to read, review, and process written materials, digital reports, and payroll data with sustained concentration and accuracy.
• Ability to move between workstations, offices, and meeting spaces within the workplace as needed.
• Occasional lifting or carrying of files, binders, or office supplies up to 15 pounds.
• Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.