EXECUTIVE ASSISTANT

$70,720 - $70,720/Yr

Unclassified - Concord, NH

Full-time - Entry Level

Concord, NH

About the position

The Executive Assistant to the Chief Human Resources Officer (CHRO) is a pivotal role providing high-level administrative support to the CHRO. This position requires a high energy, self-motivated, proactive individual who will work as a partner with the CHRO. The ideal candidate possesses strong problem-solving and analytical thinking skills; thrives in a fast-paced environment; and is able to prioritize tasks and manage multiple projects simultaneously. This role is essential to ensuring the smooth operation of the CHRO's office as well as HR functions. Key responsibilities include maintaining and managing the CHRO's complex calendar, scheduling and coordinating appointments, meetings, and travel arrangements. The Executive Assistant will prioritize and resolve scheduling conflicts with minimal supervision and ensure the CHRO is well-prepared for all meetings and engagements. Additionally, the role involves handling sensitive information with discretion and the highest level of confidentiality, demonstrating professionalism, reliability, and integrity at all times. The Executive Assistant will prepare correspondence, reports, and presentations as required, and organize and maintain electronic and physical files. Strong interpersonal and communication skills are essential for building and maintaining positive working relationships, as well as for successful interaction with all hospital employees, external stakeholders, patients, and families. The candidate must possess excellent written communication skills for drafting emails, agendas, reports, meeting minutes, and other documents, and must be adaptable to changing priorities while working efficiently in a fast-paced environment, often under tight timelines. In addition to administrative support, the Executive Assistant will assist with developing and executing HR strategies and initiatives, coordinate and organize events, meetings, and conferences, and ensure timely distribution of meeting materials and communications. The role also includes project management responsibilities, assisting in the planning, execution, and monitoring of HR projects, tracking project progress, and providing regular updates to the CHRO. Technical proficiency in Microsoft Suite (Word, Excel, PowerPoint) and HR-related software such as Workday is required, along with an understanding of HR policies, procedures, and best practices, as well as knowledge of employment laws and regulations. Overall, this position is crucial for supporting the broader HR team with administrative functions and special projects as needed.

Responsibilities

• Maintain and manage the CHRO's complex calendar; scheduling and coordinating appointments, meetings, and travel arrangements.
• Prioritize and resolve scheduling conflicts with minimal supervision.
• Ensure the CHRO is well-prepared for all meetings and engagements.
• Handle sensitive information with discretion and the highest of confidentiality.
• Demonstrate professionalism, reliability and integrity at all times.
• Prepare correspondence, reports, and presentations as required.
• Organize and maintain electronic and physical files.
• Build and maintain positive working relationships.
• Utilize strong verbal communication skills for successful interaction with all hospital employees, external stakeholders, patients and families.
• Draft emails, agendas, reports, meeting minutes, and other documents with excellent written communication skills.
• Adapt to changing priorities and work efficiently in a fast-paced environment, often under tight timelines.
• Take on new tasks and responsibilities as needed.
• Manage projects from inception to completion.
• Assist with developing and executing HR strategies and initiatives.
• Coordinate and organize events, meetings and conferences.
• Ensure timely distribution of meeting materials and communications.
• Prepare agendas, take detailed meeting minutes, track and follow-up on action items.
• Assist in the planning, execution, and monitoring of HR projects.
• Track project progress and provide regular updates to the CHRO.
• Coordinate with various departments to ensure project milestones are met.
• Utilize Microsoft Suite (Word, Excel, PowerPoint) for various tasks and projects.
• Use Workday for HR-related activities and reporting.
• Operate GroupWise for email and calendar management.
• Understand HR policies, procedures and best practices.
• Knowledge of employment laws and regulations.
• Support recruitment and onboarding processes.
• Assist with special projects and other administrative tasks as needed.

Requirements

• Minimum of 5 years of experience as an executive assistant or similar administrative role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, etc).
• Data Management - data entry, analysis and reporting.
• Project management and strategic planning.
• Event planning and execution.

Nice-to-haves

• Experience working in a healthcare environment.
• Experience working in Human Resources and with HR related software is a plus.

Benefits

• Compensation up to $34.00/HR DOE
• Contract to Perm position