Executive Assistant/HR Operations Coordinator

Job Description

Job Description

About Us:

At The Children's Village, we believe every child and family deserves the opportunity to thrive. As a nonprofit leader in children and family services, our mission is to strengthen communities by supporting safety, stability, and well-being for those we serve. We're looking for an Executive Assistant/HR Operations Coordinator who shares our passion for people and purpose. This individual will play a key role in fostering a fair, inclusive, and supportive workplace culture - so our dedicated staff can continue to make a difference every day.

Position Overview:

The Executive Assistant/HR Operations Coordinator provides administrative and operational support to the Vice President, Human Resources and Learning while also supporting the day-to-day operations of the HR Department.

This is a highly trusted role that requires exceptional judgment, attention to detail, strong communication skills, and the ability to manage confidential and sensitive information with discretion and professionalism. The successful candidate will coordinate complex departmental operations, support executive communications and scheduling, manage records and documentation, and help ensure the smooth execution of HR initiatives and organizational priorities.

Key Responsibilities:

• Provide responsive, high-level administrative and operational support.
• Manage department operations, including facilities needs, procurement, budget and expense tracking, invoices, payment requests, travel arrangements, and other administrative requirements.
• Draft and manage executive-level communications and correspondence.
• Organize and maintain confidential litigation and insurance claim files.
• Develop and maintain secure electronic and physical filing and document-management systems for HR leadership and legal/insurance records.
• Plan and coordinate agency-wide employee events, including the annual holiday party, lunch and learns, and professional recognition activities.
• Coordinate meetings for HR leadership and key organizational committees, including the Board of Trustees HR Committee, Labor-Management meetings, and HR/Learning division meetings.
• Support meeting preparation by developing agendas, gathering materials, coordinating logistics, documenting outcomes, and ensuring timely follow-up.
• Manage multiple concurrent projects and requests, assess urgency and impact, track follow-up, and ensure timely resolution and communication.
• Perform other duties as assigned.

Position Qualifications:

• Bachelor's degree or equivalent combination of education and related experience. Advanced degree preferred. Paralegal or law office experience preferred.
• Minimum 5 years of progressively responsible administrative, executive support, HR operations, or related experience.
• Strong proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Excellent written and verbal communication skills.
• Strong organizational and project management skills, with the ability to manage multiple priorities with attention to detail and commitment to accuracy.
• Demonstrated ability to handle confidential, sensitive, and legally protected information with discretion and sound judgment.
• Experience with compliance management, records retention, filing systems, and maintaining accurate documentation.
• Strong interpersonal skills, with the ability to work effectively with employees, leadership, external partners, insurers, and legal counsel.
• Ability to work effectively in a fast-paced environment and adapt to changing priorities.
• Ability to travel locally to field offices as needed.

Why You'll Love Working Here:

• Join a mission-driven organization making a tangible difference in the lives of children and families.
• Be a part of a supportive, service driven HR Team dedicated to employee growth and well-being.
• Work in a culture that values integrity, collaboration learning, and respect.
• Enjoy opportunities for professional development and leadership within a dynamic nonprofit environment.

The Children’s Village does not discriminate against any employee, prospective employee or contractor because of race, color, religion, sex, sexual orientation, gender identity, gender expression, creed, age, national origin, citizenship status, physical or mental disability, marital status, veteran status, genetic predisposition, domestic violence victim status, criminal conviction history or any other protected classification under federal, state or local law.