The Human Resources and Workplace Executive Assistant is responsible for providing high-level operational support in a fast-paced environment to the Head of Human Resources and Workplace for North America and the HR & WP Chief of Staff, as well as facilitating successful collaboration amongst members of the HR Leadership Team (HRLT).
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Primary Responsibilities:
Executive-level Administrative Support:Â 80%
Provides sophisticated calendar management. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgements and recommendations to ensure smooth day-to-day engagements.
Makes complex travel arrangements for domestic and international travelÂ
Performs highly responsible duties of a confidential nature, maintains confidentiality and uses a high degree of discretion while preparing materials.
Works closely with the Chief of Staff to ensure delivery of all pertinent information needed for meetings, conferences, visitors, reports to corporate and headquarters, etc.
Treat all communications from the HO HR&WP NA and senior staff as highly sensitive and confidential.
Accurately oversees the tracking of expenses, processing and submission of receipts in a timely manner.
Develops procedures for creating and maintaining files and records. Leads and/or participate in the organization of HR events.Â
Screens incoming calls/visitors and correspondence, responding independently when possible.
Organizes HR, Workplace and EHS Senior Management Meetings, prepares agenda, captures decisions & actions, develops PowerPoint presentations for presentations and meetings, produces and distributes Minutes of Meetings, ensures the follow-up of actions.
Reviews corporate communications, identifying and recommending actions required.
Collects and organizes input from the HR North America team.
Ad hoc project support.Â
Manage invoices, assuring that goods/services have been received and pricing is correct, follows up with Accounts Payable on past due invoices and assists with budget tracking as required.
Manages travel planning and expense reporting for the HO HR NA
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Organize Programs and Plan Events: 20%
Facilitate HR Leadership Team Meetings and HR & Workplace Calls: Suggest topics and prepare agendas, collect / distribute relevant documents and attend appropriate meetings, Record accurate minutes and track follow-up action items.
Perform complex and confidential administrative functions to include developing presentations and typing correspondence, memoranda, purchase requisitions, payment request & other department forms and documents.
Teamwork skills across organizational boundaries in support of company administrative requirements – support of events / other administrative staff.
Organize programs, events, meetings/conferences by arranging facilities & caterers (if needed), issuing information/invitations, coordinating speakers & overseeing/controlling event budget.
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Qualified Experience / Skills / Training:
Education:
Bachelor’s Degree in Business Management, Human Resources, Communication or equivalent education and experience is preferred.
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Experience:
Required. 8+ years of progressive experience in a corporate environment and/or prior relevant experience in a Human Resource and/or corporate function.Â
Prior experience working in a highly confidential environment desired.
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Knowledge, Skills, Demonstrated Capabilities:
Professional demeanor with exceptional commitment to accuracy, detail, and follow-up.
Ability to effectively interface with and inform the HR Leadership Team.
Ability to effectively engage and partner with divisional leadership.
Organized with strong follow through and execution
Ability to work through ambiguity and flexibility; highly adaptable.
Ability to influence a diverse team to achieve a major business objective.
Strong attention to detail and high standards for quality and accuracy in work product
Excellent time management skills with ability to use independent judgment effectively.
A highly proactive, solution-oriented approach to work and interactions.Â
** Johnson Service Group (JSG) is an Equal Opportunity Employer. JSG provides equal employment opportunities to all applicants and employees without regard to race, color, religion, sex, age, sexual orientation, gender identity, national origin, disability, marital status, protected veteran status, or any other characteristic protected by law.
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