Executive Assistant - HR

Executive Assistant HR

Under the direction of the Manager, Executive Communications & Projects, the Executive Assistant HR provides high-level administrative and professional support to the HR executives, enabling effective leadership decision-making, operational oversight, and execution of departmental priorities. Executes a variety of complex administrative duties requiring a high degree of sensitivity and discretion. Works closely with HR leadership, Finance and Procurement to support fiscal discipline, ensure contract compliance and enable data-driven decision making across HR programs and initiatives. Maintains composure in fast-paced environment and exercises independent judgment and initiative in the planning, organization, and executing highly confidential and time sensitive assignments.

Essential Duties And Responsibilities

1. Executive Support & Priority Management

Manages executive calendars and business priorities, resolving scheduling conflicts and ensuring clear daily execution of commitments. Coordinates on- and off-site meetings, including travel arrangements. Partners closely with executives to maintain visibility into priorities and ensure timely follow-through on key actions. Enhances executive effectiveness by streamlining approval processes, workflows, and tracking mechanisms to drive efficiency and consistency.

2. Executive Communications & Decision Support

Identifies and resolves obstacles by developing clear action plans and applying critical thinking to recommend solutions. Coordinates with stakeholders to ensure timely follow-through on priorities and requests. Conducts research and prepares materials and communications to support executive decision-making, producing accurate and professional correspondence, reports, presentations and supporting documentation. Serves as a key point of contact for internal and external business associates, executives, department heads, managers, vendors and Tribal Citizens, demonstrating professionalism, discretion and confidentiality in all interactions. Independently responds to routine inquiries and supports leadership with research and preparation for more complex matters.

3. Financial Oversight & Analysis

Leads the development, implementation, and monitoring of the department's annual operating budget. Conducts monthly, quarterly, and annual budget reviews; identify variances and recommend corrective actions. Prepares detailed financial reports and dashboards identifying trends and makes recommendations for leadership to support strategic decision-making

4. Contract Strategy & Vendor Oversight

Partners with HR leadership to assess service needs and determine when new contracts or competitive bidding (RFP) processes are warranted. Tracks contract performance and deliverables. Conduct periodic reviews to ensure vendors meet agreed-upon terms and service levels.

5. Performs other duties as assigned to support the efficient operation of the department.

Education, Experience And Qualifications

• Associate's degree in Business Administration, Finance, or Human Resources required.

• Bachelor's degree preferred.

• Minimum five (5) years of administrative and/or operational experience supporting Senior and/or Executive Leadership with progressive experience in budget/contract administration required, preferably in Human Resources.

• Related, relevant, and/or direct experience may be considered in lieu of minimum educational requirements indicated above.

Knowledge, Skills And Abilities (Ksa)

• Strong knowledge of financial management principles, including budgeting, forecasting, and financial reporting.

• Working knowledge of contract & procurement processes, including vendor management best practices.

• General understanding of Human Resources functions, programs, and organizational priorities.

• Knowledge of business communication standards, including executive correspondence, report writing, and presentation development.

• Familiarity with business systems and tools used for financial tracking, procurement, and project management.

• Extensive experience managing calendars for multiple individuals and determining the priority of meeting requests and events.

• Excellent analytical and problem-solving skills, with the ability to interpret data, identify trends, and develop actionable recommendations.

• Exceptional written and verbal communication skills, including drafting executive-level communications, reports, and presentations.

• Strong organizational and project management skills, with the ability to manage multiple priorities, deadlines, and complex assignments simultaneously.

• Effective interpersonal and relationship-building skills, with the ability to work collaboratively across all levels of the organization and with external stakeholders.

• Skill in developing and improving administrative processes, workflows, and tracking mechanisms to enhance efficiency and accountability.

• Proficiency with Microsoft Office, Word, Outlook, PowerPoint and Excel.

• Ability to anticipate executive needs, exercise sound judgment, and take initiative with minimal direction.

• Ability to handle sensitive, confidential, and proprietary information with a high degree of discretion and professionalism.

• Ability to analyze financial and operational information and translate it into clear, actionable insights for leadership.

• Ability to monitor and ensure accountability for contract deliverables and vendor performance.

• Ability to adapt quickly to change and contribute to continuous improvement and operational excellence.

• Ability to communicate effectively and professionally with executives, leadership, Tribal Citizens, and external partners.

• Ability to perform efficiently in a fast paced, high demand environment with shifting priorities.

Licenses, Certifications And Registrations

• At the discretion of the San Manuel Tribal Gaming Commission, you may be required to obtain and maintain a gaming license.

• No Driving Responsibilities: Role does not require a driver's license or insurance.

Physical Requirements/ Working Conditions Environment

The physical demands and working environment described here are representative of those that an employee encounters and must be met by an employee to successfully perform the essential functions of this job.

• Primary work environment is in a climate-controlled office setting.

• Work requires travel to attend meetings, trade shows, and conferences.

• Incumbents may be required to work evening, weekend and holiday shifts.

• Must be able to work in a fast-paced, high-demand environment.

• Strength sufficient to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects and/or move up to 40 pounds occasionally.

• Sedentary work: involves sitting most of the time. Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.

• Physical activities that apply to the essential functions of the position are balancing, stooping, kneeling, crouching, reaching, pushing, pulling, lifting, grasping, talking, hearing, and repetitive motions.

• Hearing sufficient to hear conversational levels in person, via videoconference and over the telephone.

• Speech sufficient to make oneself heard and understood in person, in front of groups, in meetings, via videoconference and over the telephone.

• Visual acuity that meets the requirements of the position: The worker is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; expansive reading and visual inspection of employees, visitors or facility.

• Mobility sufficient to safely move in an office environment, walk, stoop, bend and kneel, and enter, exit and operate a motor vehicle in the course of travel to promotional events, meetings, conferences, trade shows and San Manuel properties.

• Endurance sufficient to sit, walk and stand for extended periods, and maintain efficiency throughout the entire work shift and during extended work hours.

• The employee may be exposed to fumes or airborne particles including secondhand smoke.

Reasonable accommodation will be made in compliance with all applicable law.

As one of the largest private employers in the Inland Empire, San Manuel deeply cares about the future, growth and well-being of its employees. Join our team today!