Executive Assistant/HR Generalist

General Position Summary:

Executive Assistant will work directly with the Chief Executive Officer (CEO) and will be responsible for performing a number of administrative duties and will act as the board secretary.

Human Resource Generalist is to perform HR-related duties on a professional level and work closely with management to carry out responsibilities in the following functional areas: Employee relations, recruitment, onboarding/orientation, policy implementation, benefits administration, training, performance management, discipline and employment law compliance.

Essential Functions/major responsibilities

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf.
  • Helping executive prepare for meetings and taking meeting minutes/notes.
  • Maintaining comprehensive and accurate records
  • Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary
  • Answering phone calls in a polite and professional manner
  • Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department
  • Managing the CEO’s calendar, including making appointments and prioritizing the most sensitive matters. Schedule meetings and appointments and manage travel arrangements and itineraries.
  • Working with board officers, manage the business of the board including establishing meeting schedules, producing, and distributing agendas, public notices, and minutes, and managing public records.
  • Oversee all insurance issues and work closely with agent of record.
  • Administers HR plans and procedures for all organization personnel; assists in the development/implementation of personnel policies and procedures; prepares and maintains the employee handbook and the policies and procedures manual.
  • Participates in developing department goals, objectives and systems.
  • Administers the compensation program; monitors the performance evaluation program and revises as necessary. Distributes and monitors employee performance evaluations and ensures they are done in a timely manner. Updates, monitors and maintains eligible salary adjustments/increases based on evaluations.
  • Performs benefits administration, including claims resolution, change reporting, and communicating benefits information to employees.
  • Conducts recruitment effort for all exempt and nonexempt personnel, and temporary employees; conducts new-employee orientations; and writes and places advertisements.
  • Participates in administrative staff meetings and attends other meetings and seminars.
  • Assists in evaluation of reports, decisions and results of department in relation to established goals. Recommends new approaches, policies and procedures to continually improve efficiency of the department and services performed.
  • Maintains HR information system records and compiles reports from databases.
  • Maintains compliance with federal, state and local employment and benefits laws and regulations.
  • Conducts exit interviews, analyzes data and makes recommendations to the management team for corrective action and continuous improvement.
  • Maintains all employee and applicant documentation as dictated by governing agencies.
  • Manages and tracks all employee disciplinary action.
  • Coaches, counsels and guides managers before executing employee disciplinary actions.
  • Maintains and processes all Unemployment Notices of Entitlement and potential charges in a timely, efficient manner. Attends unemployment hearings when necessary.
  • Monitors tardy and absenteeism reports and ensures proper documentation is issued on employees who have excessive tardiness or absenteeism problems. Reports vacation, sick, personal day and holiday use to payroll and scheduling.
  • Reports, maintains and monitors all workers’ compensation case files; follows-up on open cases.
  • Manage the random drug screen program.
  • Maintains and monitors all employee’s protected leaves of absence including FMLA, OFLA, PLO, USERRA and disabilities.
  • Other duties as assigned by CEO.

Supervisory responsibility:

This position has no direct supervisory responsibilities, but does serve as a coach and mentor for other positions in the department.

Qualifications and Education Requirements

An associate degree and four years of HR/ Executive Assistant experience, or a bachelor’s degree in business administration or HR management and two years of experience in the HR/Executive Assistant field, or six years of experience in the HR/ Executive Assistant field, or any similar combination of education, training, and experience.

Job Conditions

This role operates in a professional office environment that routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.