EXECUTIVE ASSISTANT WITH HR ADMINISTRATIVE EXPERIENCE

Job Description

The Executive Assistant provides support to the CEO, including handling all information requests, conducting general research, and performing administrative functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. The EA serves as liaison with management team, the National Committee (Board level) and handles all arrangements and drafting minutes during National Committee and Board meetings. Will also perform all HR Administrative tasks.

An Executive assistant’s core duties and responsibilities are:

• Ensure the highest level of discretion in providing a comprehensive range of executive assistant support.
• First point of contact for internal and external clients on CEO’s activities and events, independently handle sensitive communication/information flow. Effectively manage calendar including scheduling appointments and meetings, and independently resolving conflicts.
• Organizing and managing the flow of work in and out of the CEO’s office. This includes the organization of daily correspondence (internal and external); management of information flow in and out of the CEO’s office; compiling and filing reports; follow-up on various items on CEO’s behalf.
• Prepare draft emails and other correspondence for the CEO. Prepare key documents for signature, comments, decision, or action.
• Organize and prepare relevant briefing or background materials for meetings (e.g. bio data gathering, political and media updates).
• Create and or adapt presentations to be made by the CEO
• Organizing/coordinating CEO’s travel, both domestically and internationally.
• Attending and organizing National Committee meetings; including coordinating agenda, drafting meeting minutes, and following up
• Supervising/coordinating with administrative staff
• Compile expense reports
• Encourage and maintain a high level of teamwork and positive and cohesive work environment.
• Organize weekly senior management meetings including agenda, minutes, and follow up.
• 10-25% domestic and overseas travel may sometimes be required
• Other Administrative Duties as needed

Human resources

• Administer health and welfare plans, including enrollments, changes, and terminations
• Maintain human resources records by recording new hires, transfers, terminations, changes in job classifications, merit increases; tracking vacation, sick, and personal time.
• Orient new employees by providing orientation information packets; reviewing company policies; gathering withholding and other payroll information; explaining and obtaining signatures for benefit programs.
• Document human resources actions by completing forms, reports, logs, and records.
• Assist with Companywide safety initiatives
• Assist with the performance review and termination processes
• Assist with the recruitment and interview processes
• Schedule trainings and assist broker with scheduling yearly benefits open enrollment meeting
• Work with CEO and leadership to discuss additional specialized training needs for staff
• Work with HR Manager to perform any other HR administrative tasks as needed

• Seven to 10 years of proven, effective support of Chief Executive Officer, C- Suite Executive or Director level position r
• Bachelors degree in Administration or related field
• Intermediate to advanced MS Word, Outlook, Excel, PowerPoint, and internet research
• 65 plus WPM
• Outstanding skills in organizing, prioritizing, scheduling, planning and coordinating work.
• Essential problem-solving skills and initiative
• A proven track record in managing confidentiality, proven personal ethics and integrity
• Proven ability to create and work in a team-oriented multi-cultural environment,
• Proven work experience as an HR Administrative Assistantor relevant role
• Agility, positivity and maturity
• Good knowledge of labor laws

About the Organization

ABOUT AGA KHAN FOUNDATION U.S.A. (AKF USA) Established in 1981, AKF USA is a private, non-denominational, non-profit international development organization committed to alleviating poverty, hunger, disease and illiteracy, primarily in Africa and Asia. Its mission is to strengthen the capacity of grassroots communities to solve their own problems and to promote opportunities that lead to long-term improvements in their income, health, education and the sustainability of local institutions and the environment. The Foundation supports community-based programs in the areas of health, education, rural development and civil society. Aga Khan Foundation is an agency of the Aga Khan Development Network (www.akdn.org), a group of 11 private development agencies working to empower communities and individuals, often in disadvantaged circumstances, to improve living conditions and opportunities, especially in Africa and Asia.