Executive Assistant to Human Relations
About The Position
The Human Relations Executive Assistant provides high-level administrative and operational support to the Human Relations Department, the Sr. Managing Director of HR, and the departments under their leadership. This role manages executive communications, coordinates departmental workflows, and ensures the efficient execution of HR initiatives, meetings, and processes. The Executive Assistant also serves as a liaison for the Sr. Managing Director of HR, ensuring clear, timely communication on executive and personnel matters. Through strong organization, discretion, and proactive support, this position advances the strategic and operational goals of the Human Relations function.
Requirements
- Must type a minimum of 65 WPM
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and Canva
- Excellent verbal and written communication skills
- Strong customer service skills and a professional demeanor
- Ability to work after 4:30 p.m. and occasional weekends as needed
- Knowledge of Human Relations strategic and operational goals
- Ability to handle confidential and sensitive information with the highest level of professionalism and discretion
- Three to five years in a high-level office environment, with a minimum of one year of Human Resources experience preferred.
Responsibilities
- Coordinating appointments, scheduling meetings, and sending Outlook invitations
- Arranging travel, including lodging, meals, and transportation for the HR Sr. Managing Director when applicable
- Drafting correspondence, including daily, weekly, monthly, and quarterly reports, status change letters, disciplinary notices, and last chance agreements
- Preparing consultant contracts
- Coordinating and setting up HR trainings and meetings
- Maintaining the HR staff supervision calendar and distributing updates
- Preparing declination letters for internal and external candidates
- Providing backup support for second interviews when needed
- Receiving and distributing internal and external HR mail
- Coordinating and assisting with special events
- Preparing meeting agendas, taking minutes for all HR meetings, and distributing finalized documents
- Generating the business card spreadsheet and distributing business cards upon arrival
- Maintaining and updating Paycom records for staff changes
- Filing all Executive Team personnel documentation (excluding Senior Executive Team files)
- Completing monthly Visa reconciliation for the HR Sr. Managing Director and HR department
- Supporting employee satisfaction and retention processes in collaboration with Recruitment
- Conducting 30-, 60-, 90‑day, and annual surveys with new hires and preparing monthly reports
- Conducting exit interviews and issuing exit notices
- Preparing and disseminating the weekly HR Wrap‑Up to all staff
- Providing coverage to the Communications Department as needed
- Completing special projects as assigned
- Performing other duties as assigned
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
