Job Description

NOTE: This is a full-time, in-office position 5 days per week

Executive Assistant to CEO & Administrative Assistant to Head of HR

Reports to CEO & Head of HR

Summary

The EA/HR Assistant plays an integral role in supporting these high-level executives by handling administrative tasks and ensuring smooth operations within the organization. This role is a true support position, acting as liaison between the Executive office and other stakeholders, prioritizing tasks, managing executive and HR administrative functions, and enabling the executives to focus on strategic efforts. The role is essential in maintaining efficiency, organization, and communication within the workplace. Confidentiality is a paramount requirement of this position.

Executive Assistant (President/CEO)

• Calendar & Schedule Management: Coordinate and manage the CEO’s calendar, schedule meetings, appointments, and travel arrangements, ensuring effective time management.

• Communication Liaison : Act as the primary point of contact between the CEO and internal/external relations, ensuring timely and professional communication with utmost confidentiality.

• Communication Preparation: Prepare, edit, and proofread correspondence, reports, presentations, emails, anniversary letters, birthday cards and other important documents for the CEO.

• Meeting Coordination: Organize meetings for the CEO, including preparation of agendas, taking minutes, as requested, remaining on-site for duration of meetings, as needed, and following up on action items.

• Travel & Logistics: Plan and coordinate both domestic and international travel arrangements for the CEO. Create travel itineraries to ensure all necessary arrangements have been completed.

• Direct Reports: Track and maintain time off schedules for CEO’s direct reports. Review and approve travel authorizations and record same on CEO’s travel calendar.

• Confidentiality: Handle sensitive information with extreme discretion and professionalism.

Human Resources Assistant

• Recruitment Support : Assist with posting job openings, screening resumes submitted, as requested, scheduling interviews, and preparing interview materials.

• Employee Onboarding : Assist in the onboarding process, including preparing onboarding schedules and making appointments with various departments, and ensuring new hires are entered into our network systems and have the necessary tools and access.

• Employee Records Management : Maintain accurate and up-to-date employee records through our various network systems. Ensure annual performance reviews are completed and uploaded into our HRIS system.

• HR Administration : Provide general administrative support to the HR department, including preparing reports, making appointments, maintaining various document files, managing HR-related correspondence (electronically), and assisting with benefits administration and maintenance.

• Employee Relations : Address general employee inquiries and oversee/manage the administrative assistants with employee engagement activities.

• Payroll Assistance : Assist in supporting payroll with documentation required to process any payroll changes, etc.

Skills and Qualifications

• Extreme confidentiality is non-negotiable.
• Proven experience as an executive-level assistant, along with HR support is required.
• Strong organizational and time-management skills, with the ability to prioritize and manage multiple tasks.
• Excellent verbal and written communication skills.
• Discretion and professionalism in handling sensitive and confidential information.
• Proficiency in MS Office Suite and familiarity with HR software (e.g., Workday, ADP, Employee Navigator).
• Ability to work independently, anticipate next steps, take initiative, and manage competing priorities is a necessity in this role.
• Strong attention to detail and problem-solving abilities.
• A Bachelor’s degree or equivalent work experience is preferred, especially in business administration or a related field.

Working Environment: This is a fast-paced, dynamic role where flexibility and adaptability are key to being successful. The ideal candidate will be comfortable working in a high-level executive support capacity for both the CEO and Head of HR. 

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