HR & WP Executive Assistant (Contract)

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Job Description:

Position Summary:

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).

Primary Responsibilities:

Executive-level Administrative Support:  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 travel 

• 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. 

• 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. 

• 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

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.

Qualified Experience / Skills / Training:

Education:

• Bachelor’s Degree in Business Management, Human Resources, Communication or equivalent education and experience  is preferred.

Experience:

• Required. 8+ years of progressive experience in a corporate environment and/or prior relevant experience in a Human Resource and/or corporate function. 

• Prior experience working in a highly confidential environment desired.

Knowledge, Skills, Demonstrated Capabilities:

• Professional demeanor with exceptional c