Human Resources Executive Assistant

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We are looking for experienced, skilled and passionate individuals to join our team!

The HR Executive Assistant is a crucial role within the foundation, responsible for performing a variety of administrative tasks and supporting senior-level managers in the HR department. Key responsibilities include managing calendars, preparing HR reports, and monitoring volunteer activity levels, among other duties. To excel in this role, you should be well-organized, possess excellent time management skills, and be able to work independently. Ultimately, you will enhance the efficiency of our organization by providing personalized and timely support to executive members.

General Responsibilities & Duties of Executive Assistant:

• Serve as the point of contact among executives, volunteers, clients, and external partners
• Ensure timely and accurate flow of information
• Manage executives’ calendars and coordinate meetings
• Prepare weekly, monthly, and quarterly reports
• Supervise and oversee the performance of other clerical staff
• Act as a virtual office manager, handling office operations and organization
• Format information for internal and external communications, including memos, emails, presentations, and reports
• Take minutes during meetings
• Organize and maintain the virtual workspace filing system (electronic files, records, and documents, often requiring confidentiality and discretion)
• Assist with various projects, which may involve research, data analysis, and preparation of reports or presentations
• Manage the HR department’s email and workspace
• Prioritize tasks and manage deadlines effectively to support the HR department in meeting their objectives
• Maintain confidentiality regarding sensitive information related to the executive's work, the organization, or other stakeholders
• Provide additional support as needed, such as special projects, event planning, or other tasks that contribute to the organizations efficiency and effectiveness
• Handle unexpected issues or challenges that arise, often requiring quick decision-making and resourcefulness

Requirements and skills

• Work experience as an Executive Assistant, Personal Assistant or similar role
• Excellent Gsuite Application knowledge
• Outstanding organizational and time management skills
• Familiarity with office applications (e.g. e-calendars)
• Excellent verbal and written communications skills
• Discretion and confidentiality