Executive Assistant (Senior Administrative Assistant), Human Resources Department

Stearns County MN•St. Cloud, MN

6d•$28 - $41•Hybrid

About The Position

Stearns County is seeking an Executive Assistant with excellent communication and technology skills to provide leadership support to the Human Resources Department. The ideal candidate will be flexible, adaptable, detail-oriented, and highly organized. This position offers a career in public service, supporting nearly 1,000 employees and contributing to the county's mission and values. The HR team is dedicated to excellence and responsiveness, ensuring a rewarding work experience. The Executive Assistant will provide independent and professional senior administrative support with confidentiality and sound judgment, taking a proactive approach to anticipate and meet the department's needs and ensure quality customer service. Responsibilities include research, project coordination, electronic document and calendar management, meeting preparation, customer service, and assisting with the maintenance of policies and labor contracts, all while supporting County policies and collective bargaining agreements.

Requirements

High School graduate or equivalent
Two years of post-secondary education and two years of progressively related experience OR six years of progressively related experience
Experience using Microsoft Outlook, Word, Excel and PPT
Typing speed of 55 words per minute

Nice To Haves

Experience providing calendar management support for a director or senior leadership role

Responsibilities

Provides confidential administrative support by performing electronic file management, report preparation, basic technology assistance, developing correspondence, preparing and distributing materials, and the coordination of special projects.
Coordinates and manages the HR Director’s calendar on a daily, weekly, monthly, and annual basis with consistency and accuracy.
Anticipates the needs of the HR Director by proactively reviewing upcoming meetings, identifying and preparing background materials, and ensuring the Director is prepared with accurate, timely, and organized information.
Coordinates and prepares meeting arrangements both virtually and in person, sends out invites on behalf of the HR Director, ensuring agendas are prepared and attendees have the resources needed and coordinates special events for Human Resources.
Facilitates effective communication with both internal teams and external business partners to provide responsive and professional departmental organizational information.
Prepares agendas and minutes for internal and external meetings and committees; ensures that minutes are reviewed and posted after approval and action items are processed.
Monitors incoming electronic communications for the HR Director to facilitate distribution and identify action items; prioritizes and responds utilizing independent judgment to ensure timely resolution.
Prepares, implements, and monitors Human Resources budget by collecting and reviewing data and trends to provide accurate analysis and recommendations to achieve an approved budget adhering to County policies.
Researches, analyzes, prepares, reviews and edits County Board action items and presentations under the direction of the Assistant HR Director and HR Director.
Assists with the interpretation, analysis, development, organization, and distribution of Personnel Policies and collective bargaining agreements ensuring applicable updates are made and changes are communicated timely to provide consistent, accurate, and clear information.
Reviews invoices, maintains records and receipts, reconciles statements and makes purchases with department purchasing card. Codes transactions to budget line items ensuring that the budget is maintained within set constraints and that bills are reviewed and paid in a timely manner.
Submits, tracks, and distributes items relating to supply order, copy requests, and work orders.
Coordinates conference arrangements including registrations, travel, hotel and assembles necessary materials.
Completes data requests from other counties and external partners by gathering, verifying, and securely transmitting accurate information through email and other authorized platforms.
Designs and produces professional‑quality PowerPoint presentations and related visual materials that clearly communicates data, metrics, and strategic information to leadership audiences ensuring accuracy, clarity, and alignment with the mission and values.
Assists with HR data tracking and reporting by gathering and verifying information for metrics such as turnover, vacancies, training compliance, or budget-to-actual spending.
Coordinates assigned projects including researching, marketing and presentation of materials using PowerPoint, Canva and other software technologies.
Assists with website editing for the department internally and on the public website to provide information, articles, documents, etc. accurately and in a timely manner.
Attends work regularly and in a timely manner.
Performs other duties as assigned or apparent.