The Atlanta Regional Commission (ARC) is the regional planning and intergovernmental coordination agency that focuses on issues critical to the region’s success, including growth and development, transportation, water resources, services for older adults, and workforce solutions. ARC is dedicated to unifying the region’s collective resources to prepare the metropolitan area for a prosperous future. This is done through professional planning initiatives, the provision of objective information and the involvement of the community in collaborative partnerships.
The Executive Assistant will be responsible for providing executive support to the Human Resources Office. This individual will perform complex administrative level work, interact with multiple stakeholders, multi-task in a dynamic environment, and provide executive support to the Chief Human Resources Officer. The position requires a highly qualified individual that possesses the skills, knowledge, capabilities and demonstrates the demeanor and tact of a highly professional Administrative Assistant. This individual must also possess a demonstrated record of accomplishments having served in a role supporting executive/senior level leadership.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Provides support to the Chief Human Resources Officer, including calendar coordination, travel arrangements, managing email, phone, and correspondence workflows, ensuring that deadlines are met, and necessary staff are involved in the execution of various functions;
- Provides administrative support in the development and coordination of all HR programs and activities;
- Assists and provides support in meeting and/or event planning; coordinating event logistics and dissemination of information;
- Prepares, organizes and maintains the physical and automated files, logs and records; enters and updates system data; reviews and maintains schedules;
- Coordinates internal and external events, meetings and conference calls. This includes meeting attendance, logistics and meals when required;
- Maintains inventory of forms, office supplies and other general supplies for Human Resources and order supplies as needed;
- Coordinates internal office transaction processes, assists with preparation for meetings and handles inquiries and calls. Takes minutes during departmental meetings;
- Supports the HR Business Partners in assisting with the delivery of HR processes throughout the employee lifecycle;
- Compiles, organizes, and tracks data and information; reviews and verifies data for accuracy and completion; prepares and distributes notices, requests, documents and/or correspondence; monitors completion, authorization and timely return of applicable documents and forms;
- Manages Outlook calendars and handles all scheduling matters including coordinating and updating any meeting request changes that occur;
- Gathers and organizes meeting materials in advance. Reserves conference rooms and facilitate audio-visual needs, materials, catering, etc.;
- Files and scans various documents. Maintain and secure confidential and sensitive information;
- Creates department announcements including birthday reports, new hire reports, and event announcements as needed;
- Create and maintain employee personnel files; records, and documentation. Perform routine audits to ensure compliance with governing regulations, and ensure record retention schedule is compliant;
- Creates administrative and operational process improvement efforts to ensure efficiency where needed;
- Compiles information for reports and presentations; edits and proofs documents including the work of others; prepares meeting agendas and related materials; updates and maintains databases, logs, and monitors reports;
- Actively participate in staff meetings, take meeting notes, assist in following up with action items
- Pick-up, drop-off and distribute incoming/outgoing time-sensitive mail and correspondences for Human Resources;
- Assists Human Resources in returning voice messages, emails and responding to inquiries and requests;
- Files and scans various documents. Maintains and secures confidential and sensitive information;
- Performs other duties as assigned to support Agency goals and objectives.
REQUIRED KNOWLEDGE, SKILLS, ABILITIES AND COMPETENCIES:
- Knowledge of trends, practices, and current thinking in the field of Human Resources;
- Knowledge and understanding of program/project management;
- Ability to efficiently manage multiple projects/priorities, with strong time management skills, flexibility with willingness to make decisions and ability to quickly adapt from one situation to the next;
- Ability to establish and maintain positive, collaborative relationships with all levels of staff and strategic partners;
- Ability to operate general office equipment;
- Ability to shift priorities between department needs and reassess as needed;
- Ability to manage competing priorities in a fast-paced, demanding environment;
- Strong interpersonal, verbal, and written communications skills;
- Excellent organizational, time management, and follow-up skills;
- Proven organizational and prioritization skills and attention to detail;
- Demonstrated ethical commitment to quality assurance and confidentiality of all data and information, including HIPAA/PHI;
- Demonstrates outstanding judgment, discretion, high level of confidentiality, flexibility, and integrity;
- Self-starter, enthusiastic, with excellent interpersonal skills and a team player;
- Proficient with Microsoft Office Suite (Outlook, Word, Excel, and Power Point) and HRIS applications.
- Associate degree in business or public administration, accounting, finance, or related field
- Four (4) years of administrative support experience
An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above, unless otherwise subject to any other requirements set forth in law or regulation.
- Experience at the executive/senior management level and working in a public sector environment
- Experience working in a human resources environment
- Selected candidate will be subject to a criminal background check
ANNUAL SALARY RANGE: $51,922 - $63,605 (no SS deductions except for Medicare portion, approx. 1.45% of salary).
ARC is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, age, religion or disability in employment or the provision of services.