Assistant to the Executive Directors of HR

As the Assistant to the Executive Directors of HR, you will provide critical administrative support to the HR leadership team. This role handles confidential matters with discretion while managing calendars, travel, expenses, and daily office operations for the executive directors of HR.

Key Responsibilities

Executive & Administrative Support Provide high-level administrative support to Executive Directors, including complex calendar management and scheduling. Field confidential requests, sensitive documents, phone calls, and high-level meetings with discretion. Coordinate and schedule meetings by preparing agendas, reserving and setting up spaces, and recording accurate minutes.

Handle travel arrangements, including booking, submitting travel requests, and processing travel reports. Track action items, deadlines, and follow-ups from leadership meetings to ensure timely completion. Book both virtual and in-person interviews and meetings for incoming candidates and team members. Maintain organized electronic and physical filing systems for executive records and correspondence.

Scan, upload and/or shred sensitive documents from Executive Directors as appropriate Departmental & Office Operations Provide front office desk coverage and main phone line support on a rotating schedule. Reconcile credit card purchases and prepare, review, and submit accurate expense reports. Procure departmental supplies, greeting cards, thank-you gifts, and event refreshments.

Assist in gathering information for strategic documents. Plan, organize, and lead department-wide virtual and in-person document retention, decluttering, and shredding initiatives. Perform other duties as assigned to support departmental goals and executive leadership.

Qualifications

1–3 years of related administrative, HR support, or office management experience. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook). Proven ability to handle sensitive and confidential information with strong professional integrity. Strong organizational, time-management, and multi-tasking abilities with sharp attention to detail.

Excellent interpersonal, verbal, and written communication skills. Strong customer service orientation and a proactive, problem-solving mindset. Work hours: The university work week is Sunday through Saturday. Most offices are open Monday through Friday from 8:30 a.m. to 5:30 p.m. To accommodate business needs, employees may be assigned to other workdays and/or hours, including weekends and evenings.

ADA tag: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements and minimum qualifications listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions and/or meet the minimum qualifications.