Job Description
Executive Assistant to Chief Executive Officer
At HR Anew, we foster a culture that prioritizes fairness, respect, belonging, and empathy, empowering everyone to thrive and perform their best work. We value diverse perspectives, experiences, and insights, driving innovation, creativity, and meaningful results in the workplace.
Position Summary
The Executive Assistant (EA) supports HR Anew's President and Chief Executive Officer (CEO). This position involves managing executive-level operations and assisting in critical clients, operations, and administrative functions. The EA is essential to maintaining operational efficiency and often serves as the CEO's liaison, interacting with clients, employees, independent contractors, vendors, lenders, and others.
Role and Responsibilities
- Stewardship (Strategic Oversight and Operational Excellence)
- Manage the President and CEO's calendar, emails, scheduling appointments, and prioritizing tasks.
- Work onsite with the CEO one day per month.
- Pick up and disseminate mail and deposits checks weekly or as needed.
- Manage the phone system, technology support vendor, and ensure all calls and voicemails to the CEO are captured and responded to within one business day.
- Assist in workflow management, communication, and correspondence related to EEO, HR, recruitment, and workforce education and training.
- Review procurement databases and bring potential business opportunities to the CEO’s attention.
- Review requests for EEO case assignments, provide or assist with providing quotes, review task orders and ensure they are signed and submitted to clients timely.
- Support the creation and management of standard operating processes, procedures, and best practices.
- Oversee virtual and live events, including technology moderation for training programs, registration, and workshop logistics.
- Review contractor and vendor invoices for accuracy and manage expense tracking.
Customer Experience (Internal and External Customer Support)
- Coordinate meetings, send reminders, and arrange catering when necessary.
- Facilitate communication with internal and external clients, responding to inquiries and coordinating activities.
- Assist with interview scheduling, new hire communications, and onboarding processes.
- Welcome visitors, identify their purpose, and guide them to the appropriate team member.
- Manage phone calls and correspondence to ensure clear and prompt communication.
Technical Performance and Precision
- Provide administrative support, including drafting emails, memos, proposals, reports, and policies.
- Review and respond to emails on behalf of the CEO and organize the CEO's schedule and email inbox, handling and alerting her to urgent matters.
- Prepare and extend employee and independent contractor offers on behalf of the CEO, ensure all paperwork is received and completed in a timely manner.
- Ensure all equipment, technology, benefits, timekeeping, and other resources are provided to employees or independent contractors as applicable.
- Ensure timely security clearances and securing equipment for team members requiring clearances to support client contracts.
- Ensure accurate employment records and assist in project management.
Learning and Professional Development (Growth and Innovation)
- Seek professional development through continuing education, training, certifications, and research.
- Collaborate with the CEO to set career and professional development goals.
Objective Key Results (OKRs) and Key Performance Indicators (KPIs)
- Stewardship: Strategic Oversight and Operational Excellence
- Ensure 100% of the CEO’s calendar is proactively managed two weeks in advance.
- Maintain a turnaround time of 24 hours or less on all CEO-related scheduling or workflow requests.
- Maintain 100% accuracy in reviewing and submitting client quotes, task orders, and case assignments.
Customer Experience: Internal and External Customer Support
- Coordinate 100% of meetings with proper documentation, calendar invites, and follow-ups within 24 hours.
- Respond to all internal and external communications within one business day.
- Ensure seamless execution of events and workshops with a satisfaction rating of 90% or higher from attendees.
Learning and Professional Development: Growth and Innovation
- Attend virtual trainings facilitated by the CEO.
- Complete two professional development activities annually.
- Identify and recommend at least one process improvement per quarter.
- Set and review at least two career or learning goals annually in collaboration with the CEO.
Essential Skills and Abilities
- Highly self-motivated and proactive with a demonstrated ability to take initiative, anticipate needs, and resolve issues without being prompted.
- Exceptionally detail-oriented, organized, and capable of managing multiple priorities and timelines with precision.
- A results-driven “driver” who consistently follows through, gets things done, and ensures others do the same.
- Demonstrates intellectual curiosity and creative thinking, offering innovative solutions and continuous process improvements.
- Exhibits an enterprising person and go-giver mindset, committed to excellence, team support, and service to others.
- Strong critical thinking and sound judgment in managing complex or confidential matters.
- Able to work independently and with minimal supervision while remaining aligned with team goals.
- High level of professionalism, discretion, and confidentiality when handling sensitive information.
- Strong interpersonal and communication skills, with a customer-focused and service-minded approach.
- Flexible and adaptable, with the ability to thrive in a fast-paced, evolving work environment.
- A proven record of setting priorities, meeting deadlines, and building systems to improve operational efficiency and effectiveness.
- The ability to work remotely and occasionally onsite, with a willingness to travel locally or overnight as needed.
- English fluency is required; Spanish proficiency is a plus.
Qualifications
- A bachelor’s degree in business administration, human resources, English, communications, or a related field. A master’s degree is a plus. Equivalent work experience in lieu of some education may be considered.
Experience
- A minimum of three years of progressive administrative or executive assistant experience supporting senior management or executives.
- Proven record of accomplishment in central office operations.
- Exceptional written and verbal communication skills.
- Ability to pass federal government background investigations to receive security clearances.
- Project management experience is helpful.
Technology and Equipment
- Advanced to expert knowledge of Microsoft Word, Outlook, Excel, PowerPoint, SharePoint, OneDrive, and Adobe Acrobat Pro.
- Access a private and secure home office space with essential office equipment (computer, videoconferencing resources, telephone, printer, and scanner).
- Reliable internet access for research, communications, and training.
Language Skills
- Ability to read, analyze, and interpret documents, policies, and HR periodicals.
- Ability to speak effectively and present information to internal and external stakeholders.
- Ability to author routine reports and respond to inquiries or complaints.
Travel
Occasional travel might be required.
Language Skills
- Ability to read, analyze, and interpret documents such as policies, procedure manuals, research information, review articles, and various HR periodicals.
- Ability to speak effectively and present information to all levels of internal and external customers. Ability to author routine reports and correspondence.
- Ability to resolve and respond to common inquiries or complaints from internal and external customers.
Physical Demands
- Ability to sit or stand for extended periods.
- Intermittent physical activity, including bending, reaching, lifting/moving (up to 25 pounds), manual dexterity, handling or feeling tools or controls, standing, climbing stairs, kneeling or stooping, and talking and hearing.
- Specific vision abilities required: close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Physical Demands
- Required to sit or stand for extended periods.
- Intermittent physical activity includes bending, reaching, lifting/moving (up to 25 pounds), manual dexterity, handling or feeling tools or controls, standing, climbing stairs, kneeling or stooping, and talking and hearing.
The physical demands described here represent those that an employee must meet to successfully perform this position's essential functions. Reasonable accommodations may enable individuals with disabilities to perform the essential functions. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Supervise Others
This position may mentor, coach, or supervi]]>
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Job Tags
Part time, For contractors, Work experience placement, Immediate start, Remote job, Home office, Flexible hours, Night shift,