Executive Assistant to the HR Director

Location: New York

Job Type: Permanent

Job number:14173

Executive Assistant to the HR Director

  • Act as the first point of contact and liaison between the HR Director and all staff.
  • Monitor all incoming correspondence to ensure timely responses and delegation
  • Manage the office of the Human Resources Director with a particular focus on organization and productivity including automating currently manual processes and maintaining office aesthetics.
  • Assess current systems and processes for managing deadlines, responsiveness and organizing the office; recommend and implements changes as needed.
  • Manage the calendar and schedule for the HR Director and in particular, collaborate with Director on meeting preparation and prevent double bookings.
  • Consistently conduct post-meeting follow-up to ensure action items are addressed in a timely manner or an action plan is developed. Ensure appropriate planning time between meetings as well as time for breaks.
  • Attend meetings, take minutes and distribute minutes to appropriate parties in a timely manner.
  • Plan events and coordinate logistics including making room reservations, preparing agendas, assembling other necessary materials.
  • Track the progress of tasks and projects to ensure deadlines are met.
  • Draft, proofread and edit reports, correspondence and confidential documents.
  • Respond to phone and e-mail inquiries, route inquiries as appropriate.
  • Conduct research on HR-related and other topics and present findings as requested.
  • Communicate with staff in a timely and professional manner.
  • Facilitate all travel arrangement activities and prepare itineraries ensuring that details are set up in MS Outlook for ease of access;
  • Undertake special projects as assigned; Run errands as needed.
  • Develop and maintain a filing system; Maintain the Director’s documents with an exceptional level of organization, including files maintained for the Assistant’s use.


  • Bachelor’s degree in a related
  • Minimum of five (5) years of experience in providing direct daily support to senior level staff in a fast-paced
  • Must possess and consistently demonstrate a proactive approach to daily support functions
  • Impeccable organizational skills.
  • Exceptional time management skills are required; the ability to manage multiple tasks/projects with competing priorities, and changing deadlines in an efficient manner.
  • A project management-like approach to providing status updates on tasks and projects; exceptional follow-up and follow through to completion.
  • Must possess and demonstrate a “first person in/last person out” daily work style.
  • Punctuality, professionalism and a consistently positive attitude.
  • Ability to anticipate the needs of the Director and take proactive measures to provide support.
  • Ability to think analytically and to quickly and clearly synthesize information.
  • Ability to proactively solicit clarity on assignments that may appear ambiguous or unclear.
  • Superior communication skills, including interpersonal, writing and verbal skills.
  • Excellent problem-solving and troubleshooting skills.
  • Ability to pay close attention to detail, and demonstrate good judgment in a high pressure environment.
  • Exceptional level of trustworthiness; consistently demonstrate tact and discretion in a highly confidential environment.
  • Ability to interact with all levels of staff and to demonstrate grace and flexibility under pressure.
  • A sense of humor and the ability to demonstrate grace under pressure.
  • Proficiency with Microsoft Office suite (Excel, Word, PowerPoint, Outlook).

Interested candidates should email resumes and cover letters to JBasson@maxmanhr.com. For additional consideration, copy suppa@suppa.org on the email.