Executive Administrative Assistant - Human Resources

City Of Santa Monica • Santa Monica, CA

387d • $73,128 - $90,288

About The Position

The Executive Administrative Assistant in the Human Resources Department performs a wide variety of specialized, complex, and confidential administrative and office support functions. This role supports the Chief People Officer and other executive management, ensuring efficient operations within the department. The position requires a hybrid work schedule, with two days a week in the office, and involves managing various HR projects and initiatives, maintaining records, and providing excellent customer service to both internal and external stakeholders.

Requirements

• Equivalent to graduation from an accredited four-year college or university with major coursework in office administration, communications, human resources, public or business administration, or a related field.
• Four (4) years of recent, paid and progressively responsible administrative support experience.
• Recent experience providing complex administrative and technical support to C-Suite executive, Department Director or Division Manager is desirable.
• Recent experience in human resources is desirable.

Nice To Haves

• HR Certification desirable.

Responsibilities

• Perform a variety of routine and complex clerical and administrative support duties for the Chief People Officer and other executive management.
• Provide support in the implementation and management of Human Resources projects and initiatives.
• Compose, type, and proofread a variety of detailed materials including City Council staff reports, budget documents, and correspondence.
• Assist the public and City staff, in person and on the telephone by answering questions and making referrals to appropriate staff.
• Respond promptly and courteously to internal and external customer requests, taking ownership of customer needs.
• Coordinate and provide responses to public record requests.
• Assist in identifying improvement opportunities to Human Resources workflows and processes.
• Attend department staff meetings and arrange, set up, and may be required to attend other meetings.
• Maintain knowledge and understanding of Personnel Board requirements and procedures, preparing agendas, minutes, and packets for meetings.
• Approve purchases, purchase orders, and department invoices for payment and assignment of account numbers, responsible for accounts payable functions.
• Assist in the development of learning activities for staff members and train temporary and as-needed staff in applicable office procedures.
• Coordinate tracking of incoming and outgoing mail to ensure appropriate distribution and timeliness for requests of department services.
• Schedule and arrange meetings and travel plans for the Chief People Officer and other staff members, assisting with various calendaring and time management constraints.
• File and maintain a variety of records, forms, and correspondence, including personnel-related files.
• Contact individuals and/or agencies to resolve problems, obtain information, and gather data.
• Operate a personal computer and applicable software to enter, modify, and retrieve data, prepare correspondence, and complete various job duties.
• Represent the Chief People Officer at meetings, as required, and authorized to sign the Chief People Officer's name on documents, as assigned.
• Make recommendations to the Chief People Officer regarding office administration.
• Assist with the administration of employer-employee relations as required.

Benefits

• Health insurance coverage
• Dental insurance coverage
• Vision insurance coverage
• Paid holidays
• Flexible scheduling
• Professional development opportunities
• Tuition reimbursement
• Retirement savings plan (401k)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Executive, Legislative, and Other General Government Support
• Education Level: Bachelor's degree