Hr Executive Assistant

The Marmon Group LLC
Come join a team where People make the difference! As a part of Marmon Holdings, Inc., a highly decentralized organization, we rely heavily on people with the aptitude, attitude, and entrepreneurial spirit to drive our success, and we're committed to attracting and retaining top talent.
Marmon is now seeking an energetic, well-organized Executive Assistant with a service-minded work ethic to support our Corporate HR team. Reporting directly to the CHRO, this individual will be responsible for a range of administrative duties to support time-sensitive functions and processes, while also serving as a key member of the Corporate HR team. This highly visible position is based in downtown Chicago and offers either a full-time onsite arrangement or a hybrid work arrangement (3 days/week in the office + 2 days/week working from home).
WHAT YOU'LL DO:
Administrative and Facility Support

• Provide administrative support for all Corporate HR functions to include recruiting, hiring, training, compensation, benefits, HR systems, and communications
• Manage all scheduling needs for the Chief HR Officer, including daily calendar activities, travel reservations, and expense reports
• Pay and reconcile departmental invoices; provide monthly tracking and analysis relative to department budget
• Upload and maintain contracts executed by Corporate HR into electronic contract management system (MPact)
• Develop positive relationships and collaborate with other Executive Assistants on various projects, tasks, and communications
• Handle private and sensitive matters and personal information with uncompromising integrity and confidentiality
• Foster positive and cooperative working relationships with internal and external contacts
• Within established guidelines, make independent decisions regarding planning, organizing, and scheduling work

Communications and Team Engagement

• Coordinate regular meetings (i.e., Global HR Leadership team monthly meeting, Corporate HR/COE monthly meeting, Corporate HR department meetings, Global HR Community quarterly webinars), including scheduling, developing the agenda, coordinating content, and distributing the materials and post-meeting action items
• Provide support for Marmon's internal communications platform (intranet) related to HR community communications and HR communications for all employees
• Participate in planning and leading the execution of Marmon's Global HR Conference
• Provide support for various HR and senior leadership meetings, corporate events/activities, and corporate-sponsored training, including the coordination of site selection, planning, logistics, catering, A/V needs, as well as the production and distribution of meeting materials
• Coordinate calendars and manage communications for scheduling onboarding meetings with Corporate leadership for new senior-level managers
• Manage Corporate promotional initiatives and employee gifts (special recognition, year-end, milestone events, etc.)
• Create, distribute, and analyze results for ad-hoc internal surveys via various survey platforms (Microsoft forms, Survey Monkey, etc.)
• Assist with site administration needs for employee survey portal and intranet (@Marmon)

Program and Project Management

• Serve as Matching Gifts Program administrator for Corporate office employees, including vetting all matching gift requests for compliance, submitting documentation for Committee approval, processing requests, reporting, and communicating confirmation to employees
• Manage corporate season tickets including communications, allocation, and distribution with senior leadership
• Provide coordination and support to corporate-sponsored training activities and events
• Assist with projects related to acquisitions and related integrations
• Other duties as assigned

#LI-Hybrid
WHAT YOU'LL BRING TO THE ROLE:

• 8+ years of progressive administrative experience with at least 3 years supporting senior-level executives in a large global organization
• HR-specific experience strongly preferred
• Advanced proficiency with Microsoft Office applications (Outlook, Word, Excel, PowerPoint)
• Experience using HR information systems; Workday experience a plus
• Demonstrated expertise handling highly confidential and sensitive information with the utmost professional discretion
• Ability to quickly gain and sustain the trust of others
• Superb written and oral communication skills - professional, clear, and succinct
• Flexibility to work beyond the standard 40-hour work week when needed
• Demonstrated problem-solving skills with the mindset to proactively anticipate needs
• Flexibility to manage shifting Corporate and departmental priorities with maturity and composure
• Ability to understand how projects/issues connect to one another in order to maximize productivity and efficiency
• Minimal travel required (5% or less)

Following receipt of a conditional offer of employment, candidates will be required to complete additional job-related screening processes as permitted or required by applicable law.
We are an equal opportunity employer, and all applicants will be considered for employment without attention to their membership in any protected class. If you require any reasonable accommodation to complete your application or any part of the recruiting process, please email your request to careers@marmon.com, and please be sure to include the title and the location of the position for which you are applying.