Executive Assistant - HR Senior Leadership

Are you a seasoned administrative professional with a proactive mindset and a strong commitment to excellence? Do you excel in high-demand, mission-driven environments, where managing intricate schedules, safeguarding confidential information, and communicating with precision and professionalism are essential to success?

Join our vibrant and compassionate pediatric healthcare system as the Executive Assistant to our EVP Chief People Officer, VP of Total Rewards and People Strategies, and Directors. In this pivotal role, you'll be at the heart of our HR leadership teamstreamlining operations, driving efficiency, and helping to shape a workplace culture that empowers our people and uplifts the children and families we care for every day.

Essential Functions

Assists with administrative support to include scheduling meetings and other administrative duties as assigned.  Professionally deal with highly sensitive and confidential information. Possess very strong communications skills and experience and able to work in a fast-paced, deadline driven environment.

  Complete a broad variety of administrative tasks that facilitate the Executives ability to effectively lead the organization, including assisting with special projects, designing, and producing complex documents, reports, and presentations, collecting information for meetings, scheduling and maintaining calendars, coordinating travel arrangements, organizing and coordinating meetings, preparation of agendas and assisting with presentations.

  Answer questions from all levels of the organization with precision, accuracy and with a sense of urgency.

  Advise and provide input and guidance to the strategic use of the executives time.

  Communicate and cooperate with all levels of employees and external contacts in a way that represents the company in a positive and professional manner.

  Prioritize conflicting needs; handles matter quickly, proactively and follows through on projects to successful completion, often with deadline pressures.

  Processes various invoices and reports.

  Research and answer questions relating to company policies and procedures.

  Assist with tracking department contracts ensuring they are in the organizations database.

  Track usage of executive VISA and reconcile monthly statements. Provide administrative support by providing strategic analysis and reports with results.  

  Perform a variety of communication functions including drafting broad communications, coordinate events, schedule meetings, and make travel arrangements, including international travel.

What Success Looks Like:

• Effective Time Management: executive leader calendars are thoughtfully managed, priorities are aligned, and meetings are strategic.
• High-Quality Work: All deliverableswhether documents, reports, or emailsare polished, accurate, and timely.
• Operational Excellence: Invoices, reports, and contracts are processed smoothly and aligned with departmental goals.
• Strategic Support: You anticipate needs, solve problems proactively, and provide counsel on how best to use time and resources.
• Strong Communication: You act as a trusted representative for leadership, clearly conveying information and intent.
• Event & Project Execution: Department events and initiatives are planned and executed seamlessly.
• Speed & Precision: Work is completed efficiently without compromising quality.
• Trust & Confidentiality: You are a reliable, discreet partner in handling sensitive matters.

Education

Associates degree in related field. Equivalent work experience may substitute for education is required.

Work Experience

Minimum of seven years of administrative assistant experience is required.

Previous HR experience is preferred.

Technical Skills

• Advanced proficiency in Microsoft Office (Word, Excel, OneDrive, Outlook, PowerPoint, and Teams), virtual collaboration platforms including, but not limited to Zoom, and Adobe Acrobat.
• Familiarity with social media platforms is a plus

Knowledge, Skills and Abilities 

• Ability to deal professionally and effectively with employees at all levels in the organization, Board members and the public.
• Ability to use the computer and other modern technology found in the health system environment.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and social media web platforms.
• Very strong interpersonal skills and the ability to build relationships with key stakeholders.
• Strong organizational skills and the ability to manage multiple tasks and projects simultaneously such as meetings, coordinating events, maintaining projects, etc.
• Ability to be confident in decision making and problem solving.
• Ability to understand and work in a dynamic environment.
• Strong detail orientation.
• Ability to draft, proofread, and edit documents and written communications.
• Maintain a strong professional demeanor as well as enthusiasm in representing Childrens goals and objectives.
• Manage and maintain confidential information.
• Multi-task oriented and prioritizes work.

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