Executive Assistant

Job Description

Job Description

The Executive Assistant will help support the Senior Vice President of Human Resources, Risk Management, and Administration. They will assist with the writing, drafting, and editing of memos, organize files, keep the office of the SVP, Human Resources, Risk Management, and Administration organized and assist with the management of a variety of different projects.

ESSENTIAL FUNCTIONS/TASKS:

Administrative Support:

• Provides high-level administrative support and assistance to the SVP, Human Resources, Risk Management, and Administration and/or other assigned staff.
• Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff. 
• Arranges travel and accommodations for executives and staff.
• Receives incoming communication or memos on behalf of SVP, Human Resources, Risk Management, and Administration, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff. 
• Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping. 
• Completes expense reports for the SVP, Human Resources, Risk Management, and Administration.
• Keep the office of the SVP, Human Resources, Risk Management, and Administration neat and organized.
• Provide documents and necessary information for upcoming meetings or travel. 
• Coordinate and schedule meetings with employees and outside parties. 
• Work with managers on completion of a variety of HR tasks.
• Assist with miscellaneous administrative duties for SVP, Human Resources, Risk Management, and Administration and department.
• Create PowerPoints, Excel spreadsheets, and reports for presentations and training.
• Keep track of projects between human resources, risk management, and operations teams.
• Communicate with all parties involved in projects to receive updates or give directions as given by SVP, Human Resources, Risk Management, and Administration.
• Own and strategically manage the SVP’s calendar, resolving conflicts and protecting time for priority work.
• Monitor and triage email and correspondence; identify urgent matters and draft responses when authorized.
• Prepare agendas, briefing materials, presentations, and background documents for meetings.
• Attend selected meetings, record decisions and action items, and follow up with responsible parties.
• Serve as a professional liaison among the SVP, employees, executives, vendors, insurers, legal counsel, and other external partners.
• Anticipate the SVP’s needs and proactively address scheduling, information, and logistical requirements.
• Coordinate leadership meetings, employee events, training sessions, and departmental activities.
• Maintain project trackers, deadlines, status reports, and follow-up communications across HR, Risk Management, and Operations.
• Support confidential HR and risk-management matters, including investigations, claims, audits, renewals, and compliance activities, as directed.
• Identify and implement administrative process improvements, templates, and digital workflows.
• Maintain records in accordance with retention, privacy, and access-control requirements.
• Complete other duties as assigned.

Experience, training, skills required:

• A minimum of four years’ administrative, executive assistant, and/or legal assistant experience in a professional environment. 
• Proficient computer skills including Microsoft Office.
• Excellent verbal and written communications skills.
• Good analytical skills, organized, detail oriented, capable of handling multiple tasks and meeting deadlines.
• Keep discreet and confidential highly sensitive information.
• Dependable, reliable cooperative. Good interpersonal skills.
• Strong work ethic and pride in work.

Education:

Bachelor’s degree in business administration or a related field preferred; equivalent relevant experience may be considered.

LICENSE OR CERTIFICATE REQUIRED:

None.

TRAVEL REQUIREMENTS:

Schnitzer Properties offer a full benefits package with medical, dental, vision, 401k, and FSA options as well as vacation, sick, and holiday pay.

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.