Executive Assistant

Job Title: Executive assistantReports to: CCHRO

NOTE: This job description represents a summary of the typical functions of the job and is not considered to be an exhaustive or comprehensive list of all possible job responsibilities, tasks, and duties. The responsibilities, tasks, and duties of the jobholder might differ from those outlined specifically in the job description; other duties, as assigned, will become part of the job.

It is the policy of the company to provide equal employment opportunity to all employees and applicants for employment and not to engage in discrimination against or harassment of any persons employed or seeking employment on the basis of race, color, national origin, religion, sex, gender , gender expression , gender identity , pregnancy , physical or mental disability, medical condition (cancer‐ related or genetic characteristics), genetic information (including family medical history), ancestry, marital status, age, sexual orientation, citizenship, or service in the uniformed services (as defined by the Uniformed Services Employment and Reemployment
Rights Act of 1994) as well as state military and naval service. This policy applies to all employment practices, including recruitment, selection, promotion, transfer, merit increase, salary, training and development, demotion, and separation

The Shred Division Executive Assistant

is responsible for coordinating, overseeing, and monitoring the strategic, tactical, and functional daily responsibilities of the Human Resource Department including (but not limited to) employee relations (documentation, counseling, coaching, terminations, etc.), compliance, federal and state contract compliance, and/or other general administrative and human resource functions. This position will also provide direct human resource and administrative support functions for supervisors, managers, and employees.

MUST be able to take direction from the CCHRO

Core Responsibilities

✓ Plans, organizes, implements, and evaluates day-to-day human resource, benefits administration, procedures and policies

✓ Assists with recruitment and employment efforts for the full lifecycle of all personnel including interviewing

✓ Maintains, interprets and communicates personnel policies and procedures, Employee Handbooks and/or other formal and informal communication

✓ Anticipates and maintains appropriate staffing levels within the organization
✓ Assists to develop corporate plans for a variety of human resources matters such as compensation, benefits, health and safety, etc.
✓ Monitors, develops, and oversees performance evaluations for the Company; notifies and assists leadership with employee performance processes
✓ Manages risk by anticipating/finding discrepancies and sending out the proper request for information to obtain the correct answers
✓ Anticipates, mitigates, and resolves litigation risks

✓ Communicates appropriate compliance information to leadership
✓ Provides accurate information, answers and maintains quality interactions with all personnel
✓ Responsible for accurately monitoring, maintaining and overseeing reports, metrics, documentation, record- keeping, correspondence
✓ Appropriately assists with administers and coordinates Workers’ Compensation program including (but not limited to) injury and witness statement documentation; ADA, FMLA, non-FMLA, applicable state and/or federal sick leave, and return-to work policy administration; bona-fide offers of employment/modified duty

✓ Under supervision, conducts routine inter-departmental audits (payroll, benefits, I-9, record-keeping and/or destruction, etc.) to ensure ongoing compliance efforts; maintains appropriate documentation for efforts and communicates findings and responses to management

✓ Establishes and maintains filing system; files documents appropriately
✓ Understands objectives and designs surveys to discover preferences; guides and assists leadership with survey responses
✓ Acts as a backup to payroll responsibilities and duties
✓ Identifies trends and makes recommendations for improvements
✓ Identifies and drives process improvements, including the creation of standard and ad-hoc reports
✓ Assists other Human Resource personnel, as required

Other Responsibilities

✓ Works closely with the human resource/management/supervisory teams and other key personnel for seamless integration of responsibilities and functions

✓ Consistently meets and/or exceeds productivity goals; completes assignments in timely manner; meets competing deadlines; adheres to contractual requirements

✓ Follows communication procedures, guidelines, and policies
✓ Defuses customer complaints by providing appropriate solutions and alternatives within the time limits; follows up to ensure resolution, appropriately documents situations and resolutions
✓ Maintains customer relationships by handling questions and concerns with speed and professionalism
✓ Maintains current on knowledge of organizational, federal, state, and local policies and procedures
✓ Promotes and maintains the effectiveness and reputation of the organization
✓ Promotes strategic and generative discussions; attends meetings as required
✓ Creates correspondence, reports, and communication material as needed
✓ Elicits cooperation from a wide variety of sources, including vendors, subcontractors, and other internal departments
✓ Effectively manages difficult or emotional situations; responds promptly to staff needs; solicits feedback to improve customer experiences, responds promptly and effectively to concerns/issues and develops and communicates prompt solutions; solicits appropriate advisory assistance as applicable

✓ Through formal and informal training, continues development of personal and professional skills
✓ Strives for 100% customer, employee, and program satisfaction; communicates clearly and persuasively in positive or negative situations; listens and seeks clarification
✓ Follows through on all actions to ensure 100% deadline compliance
✓ Works closely with the senior management team, and other key personnel and contacts for seamless integration of responsibilities and functions
✓ Solicits internal guidance and information to promote internal initiatives and special events
✓ All other duties as assigned for the successful execution and/or completion of various projects whether or not specifically assigned

Required Knowledge, Skills and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• 2+ years' experience working with individuals with disabilities
• 2+ years’ experience working with various HRIS (Alliance/AllPay helpful)
• Advanced/expert knowledge of federal, state, and local employment laws and regulations
• Previous experience with NAID audits
• Strong time management, organization, and communication skills; excellent time management techniques, detail- oriented
• Self-motivated with the ability to work independently and as a team member on a broad variety of projects
• Solid judgment, foresight, problem-solving, analytical and business acumen skills; strong attention to details
• Able to multitask effectively under strict deadlines
• Knowledge of business English, proper spelling, grammar, and punctuation
• Must have excellent interpersonal and business communication skills (written and verbal); ability to listen actively
• Ability to work extended hours and various work schedules as needed including overtime and weekends
• Strong commitment to the mission of the organization; willingness to conduct work within other departments
• Ability to demonstrate moral character and social leadership; integrity, honesty, tact, fairness, patience, lack of prejudice and desire to help when dealing with people of varying social, cultural and economic backgrounds; creates and promotes a harmonious work environment
• Ability to perform in a professional appearance and manner; ability to maintain confidentiality at all times
• Able to establish and maintain healthy working relationships
• Advanced knowledge of Microsoft Office Suite including Outlook, Word, Excel, Teams; Adobe Creative Suite, Zoom and/or other similar electronic communication platforms

Education, Certificates, Licenses, Registrations:

• Bi-lingual (English/Spanish) preferred
• Clean driving, drug screen and background records at all times

Job Type: Full-time

Pay: $45,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Application Question(s):

• Authorized to work in the United States?

Experience:

• Working with individuals with disabilities: 2 years (Required)
• Human resources: 1 year (Preferred)

Willingness to travel:

• 25% (Required)

Work Location: In person