Executive Assistant, CHRO/CEO
The executive assistant is responsible for assisting in managing HR projects, scheduling meetings, preparing project plans and PowerPoint presentations, creating Excel spreadsheets, preparing reports, answering phone, filing, and providing general support.
JOB SUMMARY
The Executive Assistant to the CHRO needs to be an organized self-starter with exceptional business acumen and strong analytical, organizational, project management, and communications skills.
The right candidate will need to possess the ability to multi-task and hit time sensitive deadlines. This role will perform advanced, diversified and confidential duties that may be administrative in nature or project based. The scope will be broad and range from scheduling to having a major role in leading initiatives for the organization. Strong analytical skills are required. Ability to coordinate events such as board meetings, team meetings, officer meetings is required.
This role will be exposed to many aspects of the company. Therefore, we are open to candidates who may wish to apply to this position in order to gain experience to expand their career opportunities.
JOB DUTIES
Exercises judgment within generally defined practices and policies in selecting methods and techniques for obtaining solutions.
Undertakes projects with direction such as preparation of correspondence, reports, presentations, etc. Offers ideas for executive and team improvement and best practices when required or as appropriate.
Owns a portfolio of HR and People-related projects, including maintaining project plans, milestone plans, and project updates and organizing and leading project meetings, as needed.
Supports the CHRO in preparing PowerPoint presentations for executive meetings and board meetings.
Determines when to act for the executives and when to refer problems for personal attention. Handles details of a highly confidential and critical nature including human resource data, budget, forecasts, etc.
Uses initiative to prepare responses and to assemble background information from many sources. Follows up to ensure that proper and timely action is taken.
Collects and prepares information for use in discussions/meetings of executive staff and outside individuals. May involve preparing high-quality, executive level PowerPoint presentations, Word documents and/or Excel spreadsheets.
Maintains appointment schedules and coordinates meetings including conference calls. Proactively monitor email inboxes and responds on behalf of executive, as requested. Arranges travel and hotel reservations as requested. Assembles information and prepares materials including itineraries. Accurately prepares expense statements.
Coordinates team events (planning, logistics, attendee confirmations, etc.) as requested. Monitors event spend to budget if required/requested. Manages event requests, invoices, and related paperwork as necessary.
Maintains and prioritizes daily action items for personal follow up and management. Assists and relieves the executives of a variety of complex administrative duties involving contact and exposure to proprietary information.
This position will also support the Executive Assistant to the CEO, assisting with projects, matters concerning the CEO’s personal/family support, and other support when needed.
JOB REQUIREMENTS
Strong professionalism, management, communication, customer service, and organization skills
Flexible and able to perform in a fast paced, changing environment
Strong knowledge of Microsoft Office, especially Excel and Powerpoint; Microsoft Project a plus
Functional/Technical
Process Management
Strategic Agility and decision making abilities: problem solver.
Knowledge of Microsoft Office, excellent communication skills and ability to handle situations in a professional manner is essential. Strong proficiency in PowerPoint and Excel required.