Executive Assistant to SVP of People

Schedule

Monday - Friday; 8AM - 5PM ET

Classification

Full Time - Exempt

Reports To

SVP of People

Department

People

Travel Required

No

Location

Hybrid - This position is primarily remote but requires a weekly in-office presence to our Lutz, FL office to support mail processing, occasional administrative responsibilities, and periodic in-person meetings.

Physical and Other Job Requirements

• Able to sit for prolonged periods of time of up to 8 hours per day
• Able to frequently communicate by telephone and through use of computer technologies, including but not limited to email and video conferencing
• Possess manual dexterity, fine motor skills, and the ability to operate a computer, read a computer screen and type on a keyboard for prolonged periods of time of up to 8 hours per day
• Able to multitask using multiple computer tabs/platforms while engaging in conversation
• Average or above average working knowledge of computers, email, video conferencing technologies, and digital medical records
• Able to quickly learn custom software and other programs, such as Zoom, Sunshine, and Google Suite
• Average or above average working knowledge of the internet and scheduling and communications applications and software, such as Gmail, Google Calendar, and web-based communication platforms
• Able to maintain confidentiality of all patient, client, and business information
• Able to comply with all applicable laws, regulations, policies, procedures, and guidelines

Position Description

Lap of Love Veterinary Hospice is seeking a highly organized, proactive, and thoughtful Executive Assistant to support our Senior Vice President of People. This role may also provide occasional executive support to our CEO and other executive team members. The ideal candidate is an independent self-starter who thrives in a fast-paced, ever-changing remote environment and enjoys bringing order to complexity. They anticipate needs, take initiative, communicate with care, and bring exceptional organization, follow-through, and sound judgment to everything they do. If your background includes Human Resources, Recruiting, Legal, or another people-centered field, we'd love to hear from you. Whether you've worked as a paralegal, HR professional, recruiter, or executive assistant, you'll have the opportunity to make a meaningful impact by supporting our leaders, driving key projects forward, and helping us create an exceptional experience for our team.

Requirements

• Essential Functions and Responsibilities:
• Schedule meetings, coordinate availability, and help prioritize time effectively
• Provide occasional executive administrative and project support to the CEO and other executive team members, as needed
• Cookordinate meetings, prepare agendas, take notes, track action items, and ensure follow-up is completed
• Aid with People team projects, initiatives, timelines, employee perks and benefit programs administration, and recurring priorities
• Draft, proofread, and organize communications, presentations, documents, and reports
• Cookordinate leadership meetings and interdepartmental discussions
• Maintain confidential employee, leadership, and company information with the highest level of discretion
• Track open items, deadlines, and deliverables across multiple projects and stakeholders
• Cookordinate and track employment offers, employee documents, and other confidential records
• Aid with travel planning, expense reporting, vendor coordination, and other administrative needs
• Aid with compliance initiatives, audits, policy management, and regulatory documentation
• Aid with recruiting and HR administration, including job board postings, offer documentation, onboarding logistics, and special projects
• Serve as a liaison across People, Recruiting, Finance, and Executive Leadership
• Experience, Education and Requirements:
• Bachelor's degree or equivalent professional experience in Human Resources, Recruiting, Legal/Paralegal, Executive Administration, or a related field, required
• Proficiency with Microsoft Office, Google Suite (G-Suite), HRIS, applicant tracking systems, and project management software, highly preferred
• Previous experience in paralegal/legal support, compliance, Human Resources, recruiting operations, or executive administration is strongly preferred
• Experience coordinating contracts, confidential documents, compliance requirements, or HR-related processes is a plus
• Exceptional organizational and project management skills with the ability to manage multiple priorities and deadlines simultaneously
• Outstanding written and verbal communication skills, with the ability to draft professional correspondence, communicate effectively with leaders at all levels, and consistently provide exceptional follow-through
• Strong attention to detail and ability to produce high-quality, accurate work
• Demonstrated ability to independently manage multiple complex projects and competing priorities with minimal direction
• Prominent critical thinking and problem-solving skills with the ability to identify solutions before challenges become roadblocks
• Highly resourceful, adaptable, and comfortable navigating ambiguity in a fast-paced environment
• Strong project coordination skills with exceptional follow-through and accountability
• Ability to build relationships across departments while exercising professionalism, discretion, and sound judgment
• Demonstrated ability to handle highly confidential information with discretion

Benefits

• Health Insurance Plan (Medical) with 100% employer paid HSA option available
• Dental and Vision Plans
• Retail Retirement Plan (Traditional 401k with 3% match and Roth 401k)
• Paid Time Off
• Bereavement Leave
• Paid Parental Leave
• Employer-funded Lifestyle Spending Account (LSA)
• Life Insurance (Basic, Voluntary, and AD&D)
• Short Term and Long Term Disability Insurance
• Training & Development
• Pet Discount Plan and Pet Insurance