Massachusetts Jobs

Executive Assistant to VP of Human Capital

Department: Human Resources

Office: 434 Harrison Avenue

Location: Boston, MA

Position Type: Administrative

Hours/Shift: Morning - First Shift

Employee Type:: Regular Full-time

START YOUR APPLICATION (https://apply.hrmdirect.com/resumedirect/ApplyOnline/Apply.aspx?req_id=2406483&source=2406483-CJB-0)

SCHEDULE: 40 hours, Monday - Friday, 8:30 a.m. - 5:00 p.m. (2 days WFH)

Pays $70,000 - $80,000/yr DOE

LOCATION: 434 Harrison Avenue, 1st floor

JOB DESCRIPTION:

SUMMARY OF THE POSITION:

The Executive Assistant to the Vice President of Human Capital (VPHC) provides a broad range of administrative and supportive functions. This position will engage with employees and external partners to promote the culture of Pine Street Inn and continuously enhance the employee experience. The candidate will have a strong background providing executive-level administrative support, as well as project management and technical skills. Discretion, tact, and trustworthiness are essential as the EA routinely processes highly confidential information and interfaces with the Executive Leadership at PSI and their EAs. The Executive Assistant will anticipate, plan for and organize upcoming events and activities that ensure effective and smooth department operations. This role will have the option of working up to 2 days remotely as schedules permit.

QUALIFICATIONS:

• Pleasant, customer-focused approach with the ability to pursue opportunities to build relationships and collaborate with other PSI teams across functions.

• Demonstrated ability to treat confidential or sensitive information appropriately.

• Experience with Microsoft Office suite (Word, Excel, PowerPoint, Teams) and Outlook.

• Experience organizing complex schedules or projects.

• Experience planning and executing arrangements for org-wide events ranging in scale from 300-500 participants.

• Demonstrated ability to proactively prioritize work, identify potential challenges and present solutions.

  REQUIREMENTS:

  EDUCATION/TRAINING:

  REQUIRED:

• Associates degree;

• 3-5 years of executive level administrative support

• Two (2) plus years of project management experience

  PREFERRED:

• BA/BS in Human Resources, Business, Organizational Development or related field is preferred.

  MENTAL ABILITIES/SKILLS:

• Ability to organize and manage a heavy and complex workload

• Excellent interpersonal, verbal and written communication skills

• Ability to understand and respond to requests in a timely manner

• Must maintain commitment and passion to get the job done

• Must demonstrate solid critical thinking skills and the ability to problem solve

• Ability to build positive relationships with employees, outside sources and supervisory personnel

• Must function as a team player in the Human Resources department and all other areas of PSI

• Ability to independently problem-solve

• Ability to exercise diplomacy and discretion when interfacing with internal and external partners of Pine Street Inn

• High degree of discretion and confidentiality with respect to sensitive employee matters

• Must be committed, compassionate and have a good disposition, is flexible, pays attention to organizational goals, is professional and shows initiative. Also important is someone who is focused on job quality and continued improvement, is tolerant, and is committed to department unity and teamwork

  ESSENTIAL FUNCTIONS INCLUDE BUT ARE NOT LIMITED TO:

• Scheduling meetings and maintaining Outlook calendar. Manage and anticipate schedule conflicts and initiate changes in accordance with priorities;

• Provide support to other HR Management team members

• Process invoices and track expenses for the VP of Human Capital including credit card reconciliations;

• Order supplies as requested and ensure organization of employment files;

• Support the VPHC in preparing materials for wide range of audiences, including employee meetings, Leadership Team and the Board of Directors;

• Support department meetings via scheduling, zoom facilitation, compiling presenter content, room set-up and food ordering when applicable;

• Plan and facilitate employee events as assigned;

• Works independently, proactively, and uses sound judgement skills daily;

• Prepare appropriate written responses to incoming correspondence;

• Serve as liaison between the VPHC and outside entities;

• Research and provide recommendations on special projects/assignments;

• Monitor the Vice President of Human Capital-s emails and phone calls, alerting them of time sensitive requests, as well as forwarding emails that should go to other parties and responding on certain emails on behalf of the VPHC

• Schedule, attend and record minutes from the various committees managed by the VPHC

• Maintain accurate filing system for Executive Leadership & Human Resources staff;

• Proofread Human Resources documents; establish and maintain complex & confidential filing system; perform research; compile information, reports, and spreadsheets.

• Handle sensitive/confidential information requiring a high level of discretion; analyze problems and suggest solutions.

• Provide guidance to staff regarding HR responsibilities and functions, without providing legal or policy advice.

• Handle multiple projects simultaneously and meet deadlines.

• Maintain composure during demanding circumstances.

• Knowledge of operational processes, procedures, and policies.

• Ability to learn, retain and use specific operational guidelines.

• Other projects as assigned.

  START YOUR APPLICATION (https://apply.hrmdirect.com/resumedirect/ApplyOnline/Apply.aspx?req_id=2406483&source=2406483-CJB-0)