Executive Assistant to the Chief Human Resources Officer

Principle Duties and Responsibilities

• Manage the CHRO's dynamic calendar, ensuring a strategic balance of meetings, focused work time, travel, and availability.
• Provide scheduling support for a select group of senior leaders.
• Prepare daily briefing materials and maintain awareness of the CHRO's agenda to ensure smooth execution of responsibilities.
• Coordinate meetings and events in collaboration with internal Executive and Administrative Assistantsand external stakeholders.
• Lead planning and logistics for high-profile group meetings and special events, acting as the primary point of contact.
• Reserve conference rooms, arrange technical support (e.g., Webex, teleconferencing), and ensure meeting materials are prepared in advance.
• Communicate accurate logistical details to all meeting participants, including location, access, and security information.
• Prepare and coordinate materials for board-level meetings and manage communication with board members and their delegates.
• Maintain organized office files and systems for efficient retrieval of materials.
• Produce complex, confidential documents, including reports, memoranda, tables, charts, and presentation materials using tools like PowerPoint and Excel.
• Arrange travel and process related expense reports accurately and in a timely manner.
• Manage financial processing tasks, including purchase orders, invoices, check requests, and accounts payable documentation.
• Field and triage incoming calls, responding professionally to internal and external inquiries.
• Provide backup coverage and collaborate with the broader administrative support team as needed.
• Manage office supply inventory and oversee mail distribution.
• Perform additional administrative tasks and projects as assigned.

Education

• Associate's Degree Related Field of Study required or Bachelor's Degree Related Field of Study preferred

Can this role accept experience in lieu of a degree?
No

Experience

• At least 5-7 years of experience as an Administrative Assistant to Executive or Chair/Chief or Senior Leader required

Knowledge, Skills, and Abilities

• Strong technology and MS Office skills - Advanced Outlook, Word, Excel, PowerPoint.
• Ability to proofread and edit written documents.
• Ability to manage more complex phone calls, and give more detailed information, solving more complex issues as appropriate.
• Highly proficient in all communication skills (phone, verbal and written).
• Ability to handle sensitive information and situations with poise and professionalism.
• Strong organizational, coordination and judgment skills.
• Ability to prioritize effectively.
• Ability to problem solve and troubleshoot.
• Ability to analyze a situation and determine best course of action within established guidelines.
• Basic math knowledge with some knowledge of bookkeeping.
• Advanced understanding and use of medical terminology and comprehension of billing and fiscal information.
• Ability to demonstrate good leadership skills in a team environment, including ability to provide guidance, orient, train and assist other administrative staff.

Physical Requirements

• Standing Occasionally (3-33%)
• Walking Occasionally (3-33%)
• Sitting Constantly (67-100%)
• Lifting Occasionally (3-33%) 20lbs - 35lbs
• Carrying Occasionally (3-33%) 20lbs - 35lbs
• Pushing Rarely (Less than 2%)
• Pulling Rarely (Less than 2%)
• Climbing Rarely (Less than 2%)
• Balancing Occasionally (3-33%)
• Stooping Occasionally (3-33%)
• Kneeling Rarely (Less than 2%)
• Crouching Rarely (Less than 2%)
• Crawling Rarely (Less than 2%)
• Reaching Occasionally (3-33%)
• Gross Manipulation (Handling) Constantly (67-100%)
• Fine Manipulation (Fingering) Frequently (34-66%)
• Feeling Constantly (67-100%)
• Foot Use Rarely (Less than 2%)
• Vision - Far Constantly (67-100%)
• Vision - Near Constantly (67-100%)
• Talking Constantly (67-100%)
• Hearing Constantly (67-100%)