Executive Assistant - HR

San Manuel Band of Mission Indians•Highland, CA

7d•Hybrid

About The Position

Under the direction of the Manager, Executive Communications & Projects, the Executive Assistant – HR provides high-level administrative and professional support to the HR executives, enabling effective leadership decision-making, operational oversight, and execution of departmental priorities. Executes a variety of complex administrative duties requiring a high degree of sensitivity and discretion. Works closely with HR leadership, Finance and Procurement to support fiscal discipline, ensure contract compliance and enable data-driven decision making across HR programs and initiatives. Maintains composure in fast-paced environment and exercises independent judgment and initiative in the planning, organization, and executing highly confidential and time sensitive assignments.

Requirements

Associate’s degree in Business Administration, Finance, or Human Resources required.
Minimum five (5) years of experience as an administrative and/or executive assistant supporting Senior and/or Executive Leadership with progressive operations experience in budget/contract administration required, preferably in Human Resources.
Strong knowledge of financial management principles, including budgeting, forecasting, and financial reporting.
Working knowledge of contract & procurement processes, including vendor management best practices.
General understanding of Human Resources functions, programs, and organizational priorities.
Knowledge of business communication standards, including executive correspondence, report writing, and presentation development.
Familiarity with business systems and tools used for financial tracking, procurement, and project management.
Extensive experience managing calendars for multiple individuals and determining the priority of meeting requests and events.
Excellent analytical and problem-solving skills, with the ability to interpret data, identify trends, and develop actionable recommendations.
Exceptional written and verbal communication skills, including drafting executive-level communications, reports, and presentations.
Strong organizational and project management skills, with the ability to manage multiple priorities, deadlines, and complex assignments simultaneously.
Effective interpersonal and relationship-building skills, with the ability to work collaboratively across all levels of the organization and with external stakeholders.
Skill in developing and improving administrative processes, workflows, and tracking mechanisms to enhance efficiency and accountability.
Proficiency with Microsoft Office, Word, Outlook, PowerPoint and Excel.
Ability to anticipate executive needs, exercise sound judgment, and take initiative with minimal direction.
Ability to handle sensitive, confidential, and proprietary information with a high degree of discretion and professionalism.
Ability to analyze financial and operational information and translate it into clear, actionable insights for leadership.
Ability to monitor and ensure accountability for contract deliverables and vendor performance.
Ability to adapt quickly to change and contribute to continuous improvement and operational excellence.
Ability to communicate effectively and professionally with executives, leadership, Tribal Citizens, and external partners.
Ability to perform efficiently in a fast paced, high demand environment with shifting priorities.

Nice To Haves

Bachelor’s degree preferred.
Related, relevant, and/or direct experience may be considered in lieu of minimum educational requirements indicated above.

Responsibilities

Manages executive calendars and business priorities, resolving scheduling conflicts and ensuring clear daily execution of commitments.
Coordinates on- and off-site meetings, including travel arrangements.
Partners closely with executives to maintain visibility into priorities and ensure timely follow-through on key actions.
Enhances executive effectiveness by streamlining approval processes, workflows, and tracking mechanisms to drive efficiency and consistency.
Identifies and resolves obstacles by developing clear action plans and applying critical thinking to recommend solutions.
Coordinates with stakeholders to ensure timely follow-through on priorities and requests.
Conducts research and prepares materials and communications to support executive decision-making, producing accurate and professional correspondence, reports, presentations and supporting documentation.
Serves as a key point of contact for internal and external business associates, executives, department heads, managers, vendors and Tribal Citizens, demonstrating professionalism, discretion and confidentiality in all interactions.
Independently responds to routine inquiries and supports leadership with research and preparation for more complex matters.
Leads the development, implementation, and monitoring of the department’s annual operating budget.
Conducts monthly, quarterly, and annual budget reviews; identify variances and recommend corrective actions.
Prepares detailed financial reports and dashboards identifying trends and makes recommendations for leadership to support strategic decision-making.
Partners with HR leadership to assess service needs and determine when new contracts or competitive bidding (RFP) processes are warranted.
Tracks contract performance and deliverables.
Conduct periodic reviews to ensure vendors meet agreed-upon terms and service levels.
Performs other duties as assigned to support the efficient operation of the department.