Executive Assistant, Human Resources

Responsibilities

• Serving as a first point of contact for the senior executive and developing systems to prioritize the executive’s time and activities
• Providing appropriate materials to prepare the senior executive in advance of upcoming meetings
• Drafting correspondence and memoranda, answering and screening the senior executive’s phone calls, and directing inquiries to the proper party within the team
• Making travel arrangements (domestic and international), management of necessary travel visa application process and processing expense reports using Concur
• Assembling and proofreading presentation materials for the Compensation Committee of the Board of Directors meetings (prior experience with Diligent board portal a plus)
• Cooking onboarding plans, including technology, materials, and meetings for any newly hired direct reports of the senior executive
• Coordinating timelines with business leaders to ensure on-time delivery of IC (Intellectual Capital) Process materials; packaging and distributing the materials to senior executives using Teams/SharePoint
• Coordinating onboarding plans, including technology, materials, and meetings for any newly hired direct reports of the senior executive
• Creating PowerPoint presentations and assisting with developing and updating Excel spreadsheets and other documents
• Partnering with communications team to draft and send communications on behalf of the company executive(s) as well as post to the internal corporate communications SharePoint site
• Partnering with communications team, senior executive(s) and EA to the CEO for the Quarterly Leadership Forum and All Hands meetings
• Preparing event and meeting materials including assisting with the creation of presentations, handouts, and other related materials, as well as printing and collating of materials for the Human Resources team, the Senior Leadership team, and the Board of Directors
• Coordinating conference/meeting room set up, ordering catering, and making logistical arrangements
• Providing back up assistance to other executive support team members as needed
• Creating ad hoc reports that support requests from the senior executives

Qualifications

• Bachelor’s Degree and 5 to 7 years of relevant professional experience supporting a C-level executive in a global company, preferably with the Chief People Officer or CHRO of a public company
• Experience interacting or supporting Board members of a public company
• Demonstrated professionalism, discretion, and experience in working with highly confidential information
• Can-do attitude: must be proactive and solution oriented, continuously looking for ways to add value and assist the team
• Exceptional attention to detail
• Demonstrated ability to multi-task, respond to needs quickly and efficiently, and prioritize work
• Self-starter and able to work with little or no supervision
• Excellent interpersonal, verbal, and written communication skills
• Strong focus on customer service, team player mentality, and ability to work collaboratively with others
• Expert capabilities on all Microsoft products including PowerPoint, Excel, Word, Outlook, and Teams with prior experience with Diligent and Concur a plus