Executive Assistant, Human Resources

ACCO Engineered Systems•Pasadena, CA

3d•Onsite

About The Position

Reporting to the Vice President, Human Resources, the Executive Assistant provides comprehensive, high-level administrative, operational, and project coordination support to the HR leadership team. This role serves as a strategic partner in supporting the day-to-day operations of the Human Resources function, helping drive organizational efficiency, coordination, communication, and execution across multiple HR disciplines including HR Operations, HR Business Partners, Benefits & Total Rewards, and Talent Acquisition. The Executive Assistant must exercise exceptional judgment, professionalism, adaptability, and discretion while managing highly confidential employee, organizational, legal, and business information in a fast-paced and evolving environment.

Requirements

Bachelor’s degree or equivalent work experience required.
5+ years of executive support experience required; experience supporting Human Resources or executive leadership strongly preferred.
Ability to maintain the highest level of confidentiality and professionalism when handling sensitive employee and business matters.
Strong organizational, prioritization, and project coordination skills with the ability to manage multiple competing priorities simultaneously.
Intermediate to Advanced proficiency in Microsoft Office applications including PowerPoint, Excel, and Word.
Intermediate proficiency with Google Workspace applications including Gmail, Google Docs, Sheets, and Drive.
Strong written and verbal communication skills with the ability to interact effectively with employees, managers, executives, and external partners.
Ability to exercise sound judgment, professionalism, discretion, and independent decision-making.
Strong attention to detail, follow-through, and ability to anticipate business needs proactively.
Demonstrated ability to work effectively in a fast-paced, high-volume environment.
Strong interpersonal skills with the ability to build collaborative relationships across all levels of the organization.
Ability to adapt to changing priorities and support organizational transformation initiatives.
Elevated level of ethics and commitment to ACCO Engineered Systems mission, vision, and core values.

Nice To Haves

experience supporting Human Resources or executive leadership strongly preferred

Responsibilities

Manages and optimizes the Vice President, Human Resources’ calendar, prioritizing competing business demands and ensuring alignment with organizational priorities.
Coordinates and schedules meetings, leadership discussions, employee meetings, interviews, trainings, and organizational initiatives.
Assists with drafting, formatting, proofreading, and coordinating executive communications, presentations, leadership updates, organizational announcements, and HR-related materials.
Supports coordination and communication across the HR leadership team to ensure alignment, consistency, and operational effectiveness across all HR functions.
Assists in coordinating cross-functional Human Resources initiatives, ensuring follow-up, accountability, and progress tracking across departments and leadership teams.
Helps manage project timelines, meeting follow-ups, executive action items, and deliverables tied to strategic HR initiatives and organizational priorities.
Tracks key deliverables, deadlines, compliance-related activities, investigations, organizational initiatives, and follow-up items across the HR function.
Maintains strict confidentiality related to employee relations matters, investigations, legal matters, compensation information, organizational changes, executive discussions, and sensitive business matters.
Provides administrative and coordination support related to sensitive employee relations matters, investigations, legal requests, and organizational changes while maintaining professionalism and discretion.
Assists with preparation and coordination of executive leadership materials, board-related HR updates, organizational reporting, quarterly metrics, and confidential presentations.
Supports organizational change initiatives, department restructuring efforts, leadership transitions, process improvement activities, and strategic HR projects.
Assists with coordination of manager trainings, HR leadership meetings, employee programs, compliance initiatives, and department communications.
Coordinates onboarding logistics for HR new hires including workspace setup, equipment requests, organizational access, and scheduling.
Serves as a liaison between Human Resources and internal departments including Payroll, Legal, Operations, IT, Finance, and Executive Leadership.
Supports document management and organization of sensitive HR files, policies, procedures, confidential records, and executive documentation.
Coordinates travel arrangements, meeting logistics, conference registrations, catering, and expense reporting for HR leadership.
Helps support departmental process improvements, workflow coordination, and administrative efficiencies.
Builds effective working relationships across all levels of the organization while maintaining professionalism, diplomacy, and discretion.
May occasionally support urgent or after-hours business matters due to the nature of executive Human Resources operations.
Performs additional executive administrative and operational support duties as assigned.