Executive Assistant - VP of HR

Requisition ID: 170481 

Job Level: Senior Level 

Home District/Group: DHO HR Operations 

Department: Human Resources 

Market: Corporate Home Office 

Employment Type: Full Time 

Position Overview

We are looking for an experienced Executive Assistant to join our Human Resources organization.  Reporting to the VP of Human Resources, you will provide executive administrative support to him and our HR team with a focus on executive time, travel and task coordination, interfacing regularly with our HR organizations as well as District Leaders and executives throughout Kiewit.  This role requires a team player approach, positive attitude, excellent organizational skills, strong communication skills, attention to detail, and the ability to juggle multiple high priority requests, while interfacing professionally with people inside and outside the company.   We are looking for a self-starter who has supported large organizations and has dealt with employees at all levels and can meet deadlines and work overtime when required.    

District Overview

HR Operations is an integral partner and service provider at Kiewit.  In recent years, we have gone from decentralized HR groups to a unified, shared service team, with various HR Centers of Excellence.  Our vision is to be a best-in-class international HR organization. 

Location

This position is based out of headquarters in Omaha, Nebraska.  

Responsibilities

• Prepare metrics, reports, presentations, New Hire guidebooks and other documents as needed for management review and presentations.  Update Sharepoint site as needed.
• Provide assistance with proof-reading documents; maintaining database files; assembling project support material; and ordering/organizing office supplies.
• Coordinate and arrange travel; prepare travel packets (itineraries, maps/directions and meeting notes).
• Consolidate and manage expenses for reimbursement; perform expense processing utilizing SAP and Concur.    
• Organize, prioritize, and appropriately handle time-sensitive, confidential information and ensure any action/attention required is addressed.
• Meeting management: scheduling, drafting agendas, preparing attendees, taking meeting minutes, sending recaps and action items, and scheduling follow up meetings.
• Conserve executives’ time by anticipating needs; screening/filtering emails; reading, researching, and routing correspondence; collecting and analyzing information; and troubleshooting when needed.
• Support VP of HR through active participation in associated meetings, including taking notes, managing action items, etc.
• Manage expense reports and be able to efficiently coordinate domestic and international travel on an as-requested basis.
• Organize and arrange meetings, schedule conference rooms and set up catered meals.  May be asked to lead HR meetings.
• Prepare outgoing mail and correspondence, including e-mails.  Coordinate with other organizations within Kiewit to obtain information as requested.
• Take initiative and offer assistance to HR team where needed, adding value whenever possible.
• May serve as a point of contact for coordination and select topics with important stakeholders external to the company.
• Exercise discretion in handling confidential, proprietary, privileged, and/or security-related information.
• Support the coordination for conferences and events (secure meeting location, hotel contracts, arrange for catering, and purchase prizes).
• Answer phone calls and direct calls to appropriate parties or take messages.

Qualifications

• High school diploma required, Bachelors degree preferred
• Minimum of (5) + years executive-level support experience, performing functions as outlined above.
• Experience working in a fast-paced environment, supporting a large organization and able to demonstrate multi-tasking & strong organizational skills/abilities as well as a communication skills, both verbally and in writing.  
• Must be proficient with advanced skills in Microsoft Office products including Word, Excel, PowerPoint, Visio and SharePoint.    
• Must have a minimum of 3 years experience managing expenses and travel in SAP/Concur or similar software system.
• Familiar with Adobe products including Acrobat and InDesign preferred. 
• Exceptional communication skills both written, oral, and via presentation format
• Experience collaborating with team members from different backgrounds and communication styles, and an appreciation for the challenges of supporting a diverse, growing team
• Willingness to work outside of standard position responsibilities
• An infectious “can do”, positive attitude with enthusiam and excitement to deliver best in class HR support.