Virtual Executive Assistant, HR (Remote)

Job Description

The Executive Assistant, HR reports directly to the Vice President, Human Resources. This position is responsible for providing office management and administrative and project support to the VP, relevant HR committees and the HR department in general.

This is a highly administrative position that requires the ability to plan and execute various projects and events on behalf of the VP and the department. This position facilitates communication between all members of the HR team. This position also requires an extremely proactive and prudent person who is able to maintain confidentiality.

• ESSENTIAL DUTIES AND RESPONSIBILITIES
• Provide Administrative support to the VP of HR and the HR leadership team
• Prepares reports, proposals, and presentations as required.
• Collaborate with the HR management team and other HR team members in coordinating activities depending upon the nature of the project to which assigned.
• Perform research and analysis for HR initiatives and projects.
• Schedule appointments and meetings, coordinates and maintain VP’s calendar, and makes travel and accommodation arrangement for the VP and other HR leadership members.
• Composes correspondence in response to routine inquiries as requested.
• Oversee management of both electronic and paper-based personnel records. Manage ongoing records retention compliance.
• Partner with Employment Counsel to review, track, and provide timely responses to subpoenas for documents/information.
• Maintain and update the HR webpage and other SCU web-based resources provided by HR.
• Coordinates logistics for meetings and events sponsored by the office of HR.
• Maintain appropriate University forms, office supplies, equipment, and keys.
• Maintain University lists, administrative lists, and other distribution lists.
• Designs and maintains the HR newsletter, or other relevant communications.
• Submits work requests to facilities and information systems associated with the HR office.
• Undertakes special projects and assignments as requested.
• Provide administrative support for HR committees.
• Serves as the facility coordinator office manager for the Department of Human Resources
• Oversee the management of conference rooms which include coordinating the calendars, overseeing repairs, and maintaining supplies.
• Manage all aspects of the facilities function for the Department of Human Resources, which includes, but is not limited to coordinating general maintenance, office moves, file retention, and file room management, and equipment repair minor adjustment.
• Serve as the liaison for the on-campus facilities department, external vendors, and contractors
• Oversee and coordinate work requisitions with the facilities department
• Inventory, order, purchase, organize and maintain office supplies
• Processes the financial transaction for the VP of HR and the HR leadership team, including maintaining appropriate financial records and preparing periodic reports as requested
• Review and process in a timely manner expense transfers, expense reports, payment requests, advances, etc.
• Process reimbursements
• Run reports as requested
• Other duties as assigned.

Skills