HR Executive Assistant

Felton Institute

Alameda, CA

Full-Time

Job Description:

HR Executive Assistant

Office of the Chief People Officer

Agency Overview

Founded in 1889, the Felton Institute has over 135 years of history of innovation in services for vulnerable children, families, and adults. Felton’s mission is to respond to human needs with cutting edge social services and treatment that combine the best social science research with cultural sensitivity, a deep respect for the consumer, and a commitment to social justice.

Job Description

The HR Executive Assistant position requires assisting the Chief People Officer in planning, developing, and managing all operations of HR. This position requires a highly motivated individual with a passion for working with others and desire to sustain and strengthen team relationships. The position additionally requires supporting CPO in ensuring their time is effectively leveraged. The successful applicant is enthusiastic, prioritizes a high level of customer service, and willing to learn new skills in order to meet the needs of the team and the organization.

Responsibilities

· Provide executive support to the CPO.

· Manage CPO’s calendar, including making appointments and prioritizing the most sensitive matters.

· Support the CPO in variety of complex and routine projects/deadlines, including creating binders, filing, copies, etc.

· Facilitate cross-functional HR coordination and outreach to ensure effective alignment of teams/divisions.

· Draft communications on behalf of CPO’s, including correspondence, presentations materials, handouts, etc.

· Organizing meetings, including scheduling, sending reminders, technical assistance, logistics, and organizing catering when necessary

· Maintain HR Department calendar with team member’s schedules, deadlines, events.

· Communication with senior executives, employees, and external stakeholders in a professional manner.

· Attend meetings at the request of CPO and take detailed notes for CPO review (ex. Internal team meetings, cross-team meetings, employee relations, strategy meeting, etc.)

· Research, generate reports and create presentations for HR projects.

· Compile and maintain documentation for external stakeholders, as requested by the CPO.

· Plan and coordinate HR team activities (ex. Quarterly team-builds, celebratory events, holidays)

· Process ROEs for vendors as directed by the CPO.

· Handle high-level inquiries quickly, proactively, and follow through on tasks to successful completion in a timely manner.

· Handle confidential and non-routine information and facilitate communication between appropriate departments.

· Work consultatively and collaboratively with all levels of leadership and departments.

· Any other duties/projects, as assigned.

Minimum Requirements

· A minimum of three (3) or more years of experience in an assistant/supportive role to senior-level staff

· A bachelor’s degree or equivalent educational/work experience.

· Demonstrated proficiency with a variety of computer software applications (i.e. Microsoft Word, Excel, PowerPoint, Microsoft Booking, Monday.com, Adobe Acrobat etc.).

· Demonstrated proficiency with a variety of communication technology, such as Microsoft Teams and Zoom.

· Event planning and coordination with small and large group events.

· Work experience with a non-profit, preferrable in the social services field or at a community health clinic.

· Strong communication skills, both written and verbal

· Strong organizational and time management skills and ability to multitask.

· Ability to work effectively and professionally with individuals at all levels of the organization.

· Ability to prioritize projects and follow-through.

· Ability to work with and maintain confidential information.

· Ability to be a team player with a welcoming attitude.

· Proactive problem solver.

· Preferred skills: Bilingual Spanish.