Executive Assistant, Human Resources

We are located approximately 20 miles north of Boston and parking is free. We are also accessible by commuter rail on the Newburyport/Rockport line. Come and explore Endicott’s seaside locale where employees are an important part of the bustling campus community!

Please apply today if this opportunity looks like the right fit for you.

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We are excited to announce the search for a newly created role: Executive Assistant in the Human Resources department. This position provides high-level administrative support to the Vice President of Human Resources (VP of HR) and the HR team, requiring exceptional organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced environment.

The Executive Assistant acts as a key liaison within the department, coordinating internal and external communications, managing complex schedules, and ensuring the efficient operation of the HR office. This position provides a unique opportunity to contribute to the overall success of the HR department.

We are located approximately 20 miles north of Boston and parking is free. We are also accessible by commuter rail on the Newburyport/Rockport line. Come and explore Endicott’s seaside locale where employees are an important part of the bustling campus community!

Please apply today if this opportunity looks like the right fit for you.

Administrative Support:

• Provides direct support to the VP of HR and HR team, including managing calendars, scheduling meetings, and preparing meeting agendas and minutes.
• Handles sensitive and confidential information with the utmost discretion.
• Drafts, edits, and proofreads correspondence, presentations, and other documents as needed.
• Assists in the planning, coordination, and execution of HR projects and initiatives.
• Assist and support Talent Acquisition with scheduling as needed.
• Tracks project milestones, deadlines, and deliverables, ensuring timely completion.

Communication:

• Serves as a primary point of contact for internal and external communications, screening and directing inquiries as appropriate.
• Manages the general HR email and Service Desk tickets by ensuring timely responses and directing inquiries to the appropriate team members to facilitate resolution.
• Maintains regular presence at front desk, welcoming and directing visitors as needed.
• Coordinates communication between HR and other departments, as well as with external stakeholders.

Event Planning:

• Organizes and coordinates department events, meetings, and conferences, including logistics, catering, and materials preparation. This includes new hire orientation, welcome and promotion celebrations and Gull Appreciation Day.
• Manages travel arrangements and itineraries for the VP of HR and other HR team members.
• Serves as an active participant in our community. Staffs’ various college-wide events as requested, including Homecoming, Reunion Commencement, and others.

Documentation and Record Keeping:

• Maintains accurate records and files related to HR activities, including personnel files, departmental budgets, and project documentation.
• Processes all I-9 work authorizations for employees in accordance with applicable laws and regulations.
• Oversees the processing of departmental invoices, purchase orders, and expense reports.

Office Management:

• Ensures the smooth operation of the HR office by managing office supplies, equipment, mail, and vendor relationships.
• Maintains team calendars.
• Other duties as assigned.

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Education and Experience Required:

• Bachelor’s degree in Business Administration, Human Resources, or related field preferred.
• Minimum of 5 years of experience in an executive assistant or administrative role, preferably within Human Resources or a similar field.
• Project coordination and event management experience.

Skills and Competencies:

• Strong organizational and multitasking abilities, with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Excellent planning, problem-solving, decision-making, and time-management skills
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with HR information systems, such as Workday, is a plus.
• Ability to work independently and as a team member, prioritize tasks, and remain flexible to the changing needs of the organization while and meeting deadlines under pressure without compromising quality in a dynamic, high-volume work environment.
• Must be able to take initiative and effectively organize oneself and others.
• Ability to anticipate needs and consequences of actions, potential problems or opportunities for change.
• Willingness to lend a hand at all times.
• Promote and foster a highly professional and welcoming office environment.
• High level of professionalism and the ability to handle sensitive and confidential information with discretion.