Administrative Assistant - Talent & People

Administrative Assistant – Talent & PeoplePosition SummaryThis position is essential to the success of the People function, enabling leadership to operate efficiently while ensuring the various supported departments (Talent Acquisition/HR/Benefits/Operations) runs smoothly. The Administrative Assistant – Talent & People acts as a central hub, supporting both strategic initiatives and daily operations that impact the employee experience.We are seeking a highly organized and resourceful Administrative Assistant to support the Director of Talent Acquisition & People while also providing operational and administrative support to the departments that roll up to the Director. This role plays a critical part in ensuring the efficiency of leadership operations, talent initiatives, and day-to-day functions. The ideal candidate exercises strong judgment, discretion, and demonstrates a passion for people, processes, and organizational excellence.Key ResponsibilitiesProvide high-level administrative support to the Director of Talent Acquisition & PeopleManage and coordinate complex calendars, meetings, and travelRespond to email correspondence both externally and internallyAssist with onboarding and offboarding processes (documentation, scheduling, coordination)Maintain employee records with accuracy and confidentialitySupports the Director at job fairs, presentations, and related outreach/recruitment eventsPrepare reports, presentations, and meeting materialsTrack key initiatives, action items, and deadlines, ensuring timely follow-throughAssist with employee engagement initiatives, events, and communicationsServe as a liaison between the Director and internal/external stakeholdersHandle confidential information with professionalism and discretionOperational & Project SupportCoordinate onboarding documentation dailySupport Westmed employee branded projects, including process improvements and special initiativesSupports a wide range of employee engagement initiatives including: events, programs, operational needs, ensuring smooth execution of both strategic projects and day-to-day activities.Coordinate cross-functional meetings and communications between departmentsAssist in the development and maintenance of policies, procedures, and documentationMonitor and organize departmental workflows and administrative processesQualificationsAssociate or Bachelor’s degree preferred (or equivalent experience)3–5+ years of experience supporting senior leadership, ideally within Talent Acquisition, or People OperationsStrong organizational, time management, and multitasking abilitiesExcellent written and verbal communication skillsHigh level of discretion and professionalism when handling sensitive informationProficiency in Microsoft Office Suite (Outlook, Excel, Word,)Experience with HRIS systems and applicant tracking systems (ATS) preferredWestmed Ambulance Service is an Equal Opportunity / Affirmative Action Employer. It is Westmed Ambulance Service's policy to provide equal opportunity to all qualified applicants for employment, and not to discriminate on any basis of age, citizenship, color, physical disability, mental disability, medical condition, pregnancy, genetic information, military or veteran status, marital status, national origin, race, ancestry, religion, gender, sexual orientation, gender identity, gender expression or any class protected by State law. #J-18808-Ljbffr Westmed Ambulance Services