Executive Assistant to the Human Resources Director, SCAO

Full-time, exempt position with a salary range of $61,141.32 - $88,654.80.

About the role

The Executive Assistant is a trusted partner to the Division Director and often serves as the first point of contact for the office. The ideal candidate brings professional polish, a service-minded approach, and impeccable discretion. This person remains calm under pressure, is unfailingly respectful, and can move fluidly between confidential executive support and gracious front-line service.

This position follows a hybrid work schedule, with a minimum of three in-office days and up to two remote days each week, coordinated according to division needs. On a rotating basis, the Executive Assistant may also provide coverage and support for the SCAO reception desk, so comfort with in-person, front-facing service is essential.

Responsibilities

• Provides specialized administrative and technical support for an SCAO division or division director to ensure the effective running of the SCAO.
• Verifies the alignment of work produced with policies, procedures, and rules related to the Judicial Department.
• Analyzes, interprets, and understands data to produce reports.
• Organizes the director's schedule and coordinates logistics for travel, meetings, trainings, and vehicle reservations.
• Helps manage and resolve multiple email inquiries that require immediate resolution.
• Assists with developing the budget by coordinating information from multiple functional and operational areas.
• Monitors, verifies, tracks, and documents expenditures or revenues.
• Reviews budget documents and records for consistency and prepares various reports and other support documents.
• Creates forms and procedures for document preparation to support the director’s budgetary responsibility.
• Determines office needs for supplies and equipment and recommends resources and equipment needs.
• Organizes meeting logistics, including taking minutes, coordinating catering, setting up rooms, and working with building management to ensure meeting space needs.
• Participates in multiple committees.
• Coordinates activities that build fellowship and camaraderie among employees.
• Contributes to the onboarding and offboarding processes.
• Develops job requisitions, manages the interview process, and completes equity measurements to generate offer letters.
• Maintains employee equipment and inventory.
• Manages and updates the Judicial Resource Manual (JRM) documents and other data retention tools, including Microsoft Teams, Judicialnet, SharePoint, and the Courts website.
• Provides guidance and may oversee another employee, including work quality, training, instructing, and work assignments.
• Provides advice to others outside direct reporting relationships on specific problems or general policies, considering different points of view to reach agreement.
• Performs other duties as assigned.

Requirements

• High school diploma or G.E.D. (Additional work experience may substitute on a year-for-year basis for the required formal education).
• 3 to 5 years of experience in a paralegal or administrative field.

Skills

• Advanced skills and extensive knowledge of work, capable of handling complex tasks and translating complex nuances.
• Recognized by others within the organization for technical depth of knowledge.
• Ability to manage fiscal responsibilities, including billing, collection, accounting of funds, and handling cash.

Work Environment

• Sedentary work: Exerting up to 10 pounds of force occasionally, sitting most of the time.
• Good environment: Relatively free from unpleasant conditions and hazards.
• Office or similar indoor environment; confined space.
• Exposure to individuals who are hostile or irate.