Executive Assistant to VP of HR & Equity

$54,000 - $64,000/Yr

Centralia College - Centralia, WA

Part-time - Entry Level

Centralia, WA

Educational Services

About the position

The Executive Assistant to the Vice President of Human Resources & Equity (VP HRE) will provide high-level administrative support, ensuring smooth departmental operations. The ideal candidate will have exceptional organizational skills, attention to detail, and the ability to multitask. This role demands professionalism, discretion, and integrity in handling sensitive information. Responsibilities include using independent judgment to plan, organize, and oversee all administrative services for Human Resources and Equity. The position requires the ability to exercise initiative in problem-solving, work under pressure, and handle multiple tasks requiring a high degree of accuracy and attention to detail in a highly distractive, open office environment. Key responsibilities include maintaining training records and preparing reports, providing administrative support for training programs, planning and organizing conferences, seminars, workshops, and training programs, and assisting in the selection of speakers/trainers. The Executive Assistant will also monitor the training and development budget, assist with the Exempt and Classified Employee Evaluation process, and support recruitment, payroll, and other HR-related duties. Additionally, the role involves overseeing campus recognition and awards programs, assisting with campus-wide investigations into employment law violations, and coordinating the Public Record Request process. The Executive Assistant will coordinate the Vice President's calendar, schedule meetings and travel, and prepare documents. They will provide routine administrative support, maintain accurate files and records, and guide staff, faculty, students, and the public to appropriate resources. The position also includes responsibilities for composing correspondence, reports, and documents, maintaining the Human Resources and Equity SharePoint site, and serving as a Clery Campus Security Authority and Title IX Mandatory Reporter. The role requires a commitment to equity, diversity, and inclusion principles, and the ability to manage multiple priorities and work collaboratively with diverse teams.

Responsibilities

• Provide high-level administrative support to the VP of Human Resources & Equity.
• Plan, organize, and oversee all administrative services for Human Resources and Equity.
• Maintain training records and prepare reports for staff training and development.
• Provide administrative support for training programs, including research, scheduling, and material preparation.
• Plan and organize conferences, seminars, workshops, and training programs.
• Assist in selecting speakers/trainers and monitor the training and development budget.
• Oversee campus recognition and awards programs.
• Assist with recruitment, payroll, and other HR-related duties.
• Assist with campus-wide investigations into employment law violations and policy breaches.
• Coordinate the Public Record Request process under the direction of the VP HRE.
• Coordinate the Vice President's calendar, schedule meetings and travel, and prepare documents.
• Provide routine administrative support and maintain accurate files and records.
• Compose correspondence, reports, and documents for the department.
• Maintain the Human Resources and Equity SharePoint site.

Requirements

• Bachelor's degree or a combination of education and experience in Business Administration, Human Resources, or a related field preferred.
• Minimum of 2 years of experience in an executive assistant role, preferably within human resources or a related field.
• Exceptional organizational and time management skills.
• Strong written and verbal communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Strong interpersonal skills and the ability to work collaboratively with diverse teams.
• Demonstrated ability to manage multiple priorities and work under pressure.
• Commitment to equity, diversity, and inclusion principles.

Nice-to-haves

• 5 years combination of education and experience in Business Administration, Human Resources, or a related field preferred.
• Advanced knowledge of Microsoft Office 365 Suite.
• Familiarity with ctcLink.
• Trained in Washington State Public Records Act and Open Meeting Act.
• Ability to analyze HR metrics and generate insightful reports.
• Experience with data visualization tools (e.g., Tableau, Power BI).
• Experience with process improvement methodologies such as Lean or Six Sigma.
• Proficiency in multiple languages, particularly Spanish or French.

Benefits

• Employee assistance program