Sr. Executive Assistant- Human Resources

Job Responsibilities and Requirements

The Executive Assistant reports to and provides technical, project, and administrative support to the Chief Human Resources Officer (CHRO), including coordinating and leading various HR-wide meetings and events. This role will serve as a project manager, connector, problem solver, and collaborative partner to HR and is focused and willing to actively work behind the scenes to ensure the success of the HR team. The Executive Assistant also indirectly reports to the AVP, Diversity, Equity & Inclusion (DE&I) providing strategic and administrative support to the enterprise’s corporate social responsibility program, and administrative support for the DEI program.

Executive Support

• Proactively maintains complex calendar scheduling to ensure efficiency and optimal use of the CHRO’s schedule; discusses, prioritizes, and reviews calendar and events daily with the CHRO to assure timely and appropriate coordination of activities, meetings and status of assigned projects. 
• Supports meeting preparation as necessary, creatively prepares reports and presentations using available desktop publishing, graphics, spread sheet, presentation, and word processing software.
• Arranges air travel, hotels, and other transportation and travel needs for domestic and international travel. Prepares expense reports.
• Serves as coordinator and member of the CHRO’s leadership team (HR Steering Committee).
• Performs a variety of related support tasks as necessary; attends to administrative detail on special matters assigned by the CHRO.
• Troubleshoots issues and concerns as needed.

HR Departmental Responsibilities

• Office management
  • Ensures the HR office space is clean and organized.
  • Acts as the liaison between the HR and Facilities teams as necessary
  • Ensures proper workspace, storage and equipment for the HR team.
• Meeting management
  • Manage the HR team meetings, including but not limited to the all-HR team meetings, HR Steering Committee Meetings, HR planning sessions, annual in-person HR all-HR meeting, HR Leadership Team meeting.
  • Creates meeting schedules and agendas, communicates with attendees to ensure preparedness, solicits input and ideas on meeting structure, takes notes where necessary, etc.
  • Plans and coordinates HR meetings and events including, facilities, catering, and coordination of travel for attendees, etc.
• Manages the HR business planning process.
  • Coordinates the planning process with HR Steering Committee
  • Ensures all planning information is collected and organized in a consistent manner, and plans are updated timely
  • Manages the planning software
• Manages internal administrative projects as assigned by CHRO.

Corporate Social Responsibility (“Good Company”) Responsibilities

• Provide strategic support to the AVP, DE&I in developing the enterprise’s corporate social responsibility (“Good Company”) annual program. Help develop and maintain an annual calendar of Good Company events. Participate on the enterprise’s corporate social responsibility committee, the “Good Company Committee.”
• Provide administrative support to the AVP, DE&I in leading the enterprise’s Good Company Committee including scheduling meetings, coordinating meeting agendas, taking meeting minutes, and conducting the necessary follow-up to fellow committee members.
• Assist with the planning, communication, and implementation of Good Company programs and events. Project manage Good Company events, including drafting planning materials, organizing event meetings, and co-managing events from start-to-finish inclusive of all prep focused on ensuring a positive attendee experience.
• Partner with the internal communications team to draft enterprise-wide or audience-specific communications in support of the Good Company program. Send communications from the Good Company mailbox as needed.
• Track team member participation in Good Company events. Provide end-of-year reporting on Good Company accomplishments.
• Monitor and manage the Good Company Committee mailbox, responding to all inquiries and redirecting to the appropriate parties as needed.
• Provide Good Company event content for the HR Calendar for People Leaders on a monthly basis.
• Complete monthly expense report for Good Company purchases.
• Provide administrative support to the AVP, DE&I for DEI Council activities as assigned.
• Lead other projects as assigned.

Required Knowledge, Skills, Abilities and/or Related Experience

• Associate's degree and 5+ years as an executive assistant for a senior-level human resources executive and/or prior experience as an assistant to a human resources department.
• Experience with Microsoft Office software, calendaring systems and communications systems required: MS Word, Excel, PowerPoint, Outlook, Teams and Zoom
• Ability to use technology to organize projects and business plans.
• Ability to manage large meetings via virtual meeting platforms (Teams, Zoom)
• Must be highly organized and proactive, anticipating and meeting needs based on outcomes of prior meetings, presentations and/or emerging circumstances.
• Must have strong attention to detail and excellence in execution.
• Must be able to work well under deadline pressure and manage multiple projects simultaneously.
• Ability and ease of interacting with diverse team members, from executives to first-line team members, with excellent verbal and written communication skills and strong people skills.
• Encourage and maintain an elevated level of teamwork and a positive and cohesive work environment.
• Must be able to manage confidential and sensitive information with the utmost discretion.
• Must be able to manage multiple projects simultaneously and meet deadlines.
• Human Resources experience desired.

Ability to Travel: Up to 10%

The expected hiring range for this position is $32.78 - $43.76 annually for work performed in the primary location (Philadelphia, PA). This expected hiring range covers only base pay and excludes any other compensation components such as commissions or incentive awards. The successful candidate’s starting base pay will be based on several factors including work location, job-related skills, experience, qualifications, and market conditions. These ranges may be modified in the future.

Work location may be flexible if approved by the Company.

What We Offer

At Reliance Matrix, we believe that creating a more diverse, equitable and inclusive culture allows us to realize more of our potential. And we can’t do this without our most important asset—you.

That is why we offer a competitive pay package and a range of benefits to help team members thrive in their financial, physical, and mental wellbeing.

Our Benefits:

• An annual performance bonus for all team members
• Generous 401(k) company match that is immediately vested
• A choice of three medical plans (that include prescription drug coverage) to suit your unique needs. For High Deductible Health Plan enrollees, a company contribution to your Health Savings Account
• Multiple options for dental and vision coverage
• Company provided Life & Disability Insurance to ensure financial protection when you need it most
• Family friendly benefits including Paid Parental Leave & Adoption Assistance 
• Hybrid work arrangements for eligible roles
• Tuition Reimbursement and Continuing Professional Education
• Paid Time Off, volunteer days, community partnerships, and Employee Assistance Program
• Ability to connect with colleagues around the country through our Employee Resource Group program and our Diversity Equity & Inclusion Council

Our Values:

• Integrity
• Empowerment
• Compassion
• Collaboration
• Fun

EEO Statement

Reliance Matrix is an equal opportunity employer. We adhere to a policy of making employment decisions without regard to race, color, religion, sex, national origin, citizenship, age or disability, or any other classification or characteristic protected by federal or state law or regulation. We assure you that your opportunity for employment depends solely on your qualifications.

 #LI-Hybrid #LI-MR2