Executive Assistant - Project Coordinator (Human Resources)

POSITION SUMMARY:

The Executive Assistant - Project Coordinator provides administrative support to an Executive team member and project support as needed, using knowledge of the organization, policies, and a high level of technical skill. This position operates with considerable independent judgment and initiative, and collaboration throughout the department and across the executive team. This position requires exceptional planning, calendar and email management, organizational skills, strict confidentiality, and a strong presence in all communication types. The Executive Assistant - Project Coordinator is proactive, resilient and adapts to changing business priorities.

Adhere to PACT values. (Purpose: Using our strengths passionately to contribute to our mission. Accountability: Choosing to rise above one’s circumstances and demonstrating ownership to achieve results. See It. Own It. Solve It. Do It. Courage: Standing up for what’s right and acting. Transparency: Doing things openly and honestly).

ESSENTIAL JOB FUNCTIONS:

1. Reliable, consistent, on-site attendance is a requirement. This position requires dependable attendance to meet the needs of the business, including attending and participating in meetings and presentations.
2. Coordinates and accurately maintains the Executive's calendar and email to optimize time and information sharing. Proactively makes alternative arrangements for conflicts of scheduling.
3. Coordinates all aspects of travel, meetings, and other events, including managing expenses by collecting receipts, coding expense reports, and submitting a reimbursement request. Provides Accounting with a complete and balanced copy of all statements and receipts with proper approvals. Responsible for handling all discrepancies, returns, and/or credits through the credit card website and/or NetSuite.
4. Knowledgeable of department and organizational systems (i.e., NetSuite, Paylocity).
5. Monitors deadlines, follows up on delegated tasks, and provides appropriate reminders.
6. Operates with a high level of integrity and the ability to maintain strict confidentiality.
7. Provides data analysis and reporting as requested, such as canned reports and scorecards.
8. Supports local employee engagement activities such as team recognition, events, etc.
9. Submits IT requests and ensures distribution lists are accurate.
10. Coordinates a variety of tasks, events, or special projects in support of the Executive’s function and department.
11. Provides meeting agendas, captures notes, meeting minutes, and action items as appropriate; distributes, archives, and schedules follow-up meetings as action items dictate.
12. Assists with the preparation of presentations and materials for internal and external meetings.
13. Drafts, proofreads, and edits mailings, correspondence, memorandums, pre-approved contract templates, and other documents as needed.
14. Supports meetings with the Board of Directors and Committees, when needed.
15. Coordinates and takes required steps to ensure the Executive’s meetings have the required set up and preparation of agenda, invitation lists, and materials, and coordinates AV to connect remote staff and/or meeting attendees.
16. Actively supports projects and initiatives to ensure the most efficient use of departmental resources and time.
17. Establishes credibility throughout the organization with management and employees through responsiveness and quality of work product.
18. Leverages knowledge and experience to identify opportunities with existing technology to further support, simplify, and automate processes and enhance the experience with an eye for innovation and continuous improvement.
19. Develops techniques for compiling, preparing, and organizing departmental information.

20. Demonstrates behavior that is professional, ethical, responsible, composed, and in alignment with HFB policies, procedures, and expectations.

SUPERVISORY RESPONSIBILITIES:

This position has no direct supervisory responsibilities but may indirectly provide guidance and/or oversight to vendors and/or contractors related to special events. Carries out responsibilities following the organization's policies and applicable laws. Responsibilities include planning, assigning, and directing work, and resolving problems. Responsibilities also include sponsoring, directing, coordinating, and supporting projects and participating in and/or supporting project teams sponsored by other management team members.