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Human Resources Executive Assistant

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City of Boston

2mo ago

  • Job
    Full-time
    Mid Level
  • Legal
    People, HR & Administration

AI generated summary

  • You need an Associate’s Degree or equivalent experience, 4 years in a relevant field, strong skills in MS Office/Google Suite, excellent communication, confidentiality, and time management. Boston residency required.
  • You will manage calendars, support HR projects, handle inquiries, prepare documents, oversee office areas, assist with budget tasks, and coordinate communications for HR leadership.

Requirements

  • An Associate’s Degree (or equivalent experience) is preferred and may be substituted for one (1) year of the required experience.
  • Minimum of four (4) years, two (2) of them preferably in a Human Resources, Legal, or professional office setting, of professional experience, preferably as a senior level Executive Assistant.
  • Strong interpersonal skills and a willingness to work as part of a team.
  • Exercise confidentiality and discretion with highly sensitive information and demonstrate sound judgment.
  • Microsoft Office and Google Suite experience is required.
  • Strong organizational skills and attention to detail.
  • Ability to work under pressure and in high-stress situations.
  • Ability to communicate clearly and concisely, both orally and in writing.
  • Able to work in a fast-paced environment.
  • Ability to be resourceful and proactive when issues arise.
  • Strong time-management skills to handle multiple tasks according to stated timelines.
  • Criminal Record Check Required
  • Pre-Employment Drug Test is Required
  • BOSTON RESIDENCY REQUIRED

Responsibilities

  • Provides clerical and administrative support of a confidential nature to the Director and Deputy Director of the Human Resources Division.
  • Communicates and coordinates with internal and external partners on behalf of the Director and Deputy Director of Human Resources.
  • Manages the Director’s daily calendar, including the planning and coordination of all details related to meetings and events.
  • Prepares various directives, reports, and correspondences.
  • Serves as the initial point of contact for the Human Resources Division; greets visitors, answers telephone inquiries, responds to the general email inbox, and provides information to the public.
  • Oversees the general areas within the Human Resources Division, such as the reception area, conference room, and lactation room.
  • Assists with the preparation of documents, photocopying, and assembling documents.
  • Assists with day-to-day administrative duties, including mail receipt and distribution.
  • Assists the Director or their designee with HR budget preparation and fiscal maintenance; including purchasing (procuring supplies), Accounts Payable (AP), maintaining software/hardware inventory and office equipment maintenance.
  • Maintains administrative systems for the monitoring and tracking of Department employees assigned to the Human Resources Division and maintains related timesheets.
  • May respond to and resolve administrative inquiries and questions in a timely manner.
  • Assists with Human Resources projects and assignments such as the Recruit Class, Promotional Exams, and Annual Compliance.
  • Performs related work as required.

FAQs

What are the primary responsibilities of the Human Resources Executive Assistant?

The primary responsibilities include providing administrative support to the HR Director and Deputy Director, managing the daily calendar of the Director, overseeing office space, responding to inquiries, preparing documents, and assisting with HR projects and assignments.

What qualifications are required for this position?

An Associate’s Degree (or equivalent experience) is preferred, along with a minimum of four years of professional experience, preferably as a senior level Executive Assistant in a Human Resources, Legal, or professional office setting.

Is confidentiality important in this role?

Yes, the position requires exercising confidentiality and discretion with highly sensitive information, as well as demonstrating sound judgment.

What software skills are necessary for this job?

Proficiency in Microsoft Office and Google Suite is required.

Are there any specific residency requirements for applicants?

Yes, Boston residency is required.

What documentation is necessary before employment?

A criminal record check and a pre-employment drug test are required.

How many hours per week is the position?

The position requires 35 hours per week.

Is teamwork emphasized in this role?

Yes, strong interpersonal skills and a willingness to work as part of a team are essential.

Can I expect to handle multiple tasks simultaneously?

Yes, the position requires strong time-management skills to handle multiple tasks according to stated timelines, often in high-pressure situations.

What is the union and salary grade associated with this position?

The union is SEIU and the salary grade is RL-15.

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