Sr. Administrative Assistant

Support to HR Department
The Executive Assistant supports the Director and VP of HR in managing their schedules and coordinating appointments, including accommodating last-minute changes. This also includes organizing HR department meetings, preparing and distributing agendas, booking meeting rooms, setting up equipment, and recording meeting notes to facilitate efficient communication and documentation within the department. Document preparation responsibilities involve creating HR-related documents, reports, and presentations, with research conducted as needed. Additionally, the Executive Assistant handles expense processing and reconciliation, maintaining the confidentiality of sensitive information and managing departmental communications to build strong relationships with internal and external stakeholders.

Project Coordination
In providing project coordination support, the Executive Assistant assists the Director and VP with HR-related projects by tracking milestones, organizing timelines, and maintaining thorough project documentation. The role includes facilitating communication between project stakeholders, arranging project meetings, and following up on action items to drive project progress. The Executive Assistant is responsible for data collection and analysis, producing reports and presentations to keep leadership informed on project status. Resource management, including budget monitoring and tracking materials, is essential, as is recommending and implementing process improvements within the HR department to streamline workflows and increase efficiency.

Office & Administration Support
The Executive Assistant oversees meeting room and office management within the HR department.  The role includes supporting HR office administration projects, ensuring that processes are consistent and streamlined across the department. Training and onboarding temporary staff for coverage during absences is also part of the role to ensure uninterrupted support.

Event Planning & Coordination
The Executive Assistant plays a vital role in planning and organizing various HR and company-wide events, including employee engagement activities, town halls, and other HR-related functions. This involves coordinating event venues, arranging catering, managing invitations, and overseeing logistical details to ensure successful execution. Additionally, the Executive Assistant handles catering arrangements for internal meetings, ensuring that all aspects are efficiently managed. The role may also include leading or assisting with office reorganization or expansion initiatives driven by the HR department, contributing to a well-organized and effective workspace.

Travel Arrangements
Planning and coordinating travel for the Director and VP of HR, the Executive Assistant ensures seamless travel logistics, including booking flights, accommodations, ground transportation, and preparing travel itineraries. The role requires careful coordination to accommodate changing schedules and preferences, as well as compiling and processing travel expense reports upon completion of travel.

Investor Support
The Executive Assistant supports the VP of HR’s involvement in board meetings by preparing and distributing meeting materials, coordinating logistics for boardroom setup, and ensuring equipment is functional and ready. Responsibilities include assisting with the preparation of board agendas and documentation, organizing any required catering, and ensuring prompt distribution of meeting minutes and follow-up materials to relevant stakeholders.

Any other job-related duties and/or projects that may be assigned.