Executive Assistant

About the position

Brasfield & Gorrie, a recognized leader in the construction industry, has an exciting opportunity available for an Executive Assistant to support our executive team in Birmingham. This role involves providing daily administrative assistance to the Chief Human Resources Officer and other leaders within the Human Resources department. The Executive Assistant will fully integrate with leaders and HR functions to assist in meetings, take meeting notes, and ensure overall organization. The position requires a proactive approach to assist team members in their daily activities and help keep up with project-specific planning and documentation. Additionally, the Executive Assistant will provide assistance to employees from other departments regarding Human Resources responsibilities, prepare monthly expense reports, make travel arrangements, manage Outlook calendars, schedule meetings, and organize HR reports for the executive team.

Responsibilities

• Provide daily administrative assistance to Chief Human Resources Officer and other Human Resources department leaders
• Fully integrate with leaders and HR functions to assist in meetings, meeting notes and overall organization
• Be proactive in assisting team members in ways to help their daily activities
• Assist team members in keeping up with project specific planning and documentation
• Provide assistance to employees from other departments regarding Human Resources responsibilities
• Prepare monthly expense reports for leadership team in Brasfield and Gorrie's Concur software platform
• Make travel arrangements for business trips and conferences - airline, rental car, overnight accommodations, dinner reservations, etc.
• Manage and maintain Outlook calendars, schedules, appointments, contacts, etc.
• Schedule meetings, reserve conference rooms/meeting locations, and set up room when necessary
• Organize, maintain, and prepare initial drafts of HR reports for executive team and other departments
• Run and format reports for HR leadership
• Anticipate and prepare items for meeting agendas
• Provide assistance with department budgeting process
• Coordinate and complete administrative portions of department initiatives, such as Decades of Service recognition program and monthly department meetings
• Provide Administrative assistance with special projects, such as open enrollment, Town Halls, employee handbook updates
• Track and send emails to hiring managers prior to new hires onboarding
• Code and submit HR invoices
• Additional administrative duties as assigned

Requirements

• Bachelor's degree or equivalent work experience preferred
• Minimum of 5 years of administrative experience
• Proficiency in Microsoft Office Suite including PowerPoint and Prezi presentation software
• Salesforce and Smartsheet software experience preferred
• Willingness to learn new technology
• Excellent verbal and written communication skills
• Good organizational and time management skills
• Trustworthy and professional
• Exercise good judgment and discernment
• Team player and customer-service oriented mindset, both to HR teammates and other internal clients
• Ability to handle sensitive/confidential information requiring a high level of discretion; analyze problems and suggest solutions
• Ability to handle multiple projects simultaneously and meet deadlines
• Ability to maintain composure during demanding circumstance
• Strong attention to detail