Executive Assistant/Special Assistant

Shift : 9:00 AM 5:00 PM initially, with possibility of moving to 10:00 AM 6:00 PM (M -F)
Pay - $35/hr - $40/hr.

Summary of Essential Duties and Responsibilities

The Special Assistant to the Senior Vice President of Human Resources supports and manages the overall transformation, process improvement, and strategic operations of Human Resources services. This role establishes accountability and promotes a strategic approach to project management and process improvement.

The Special Assistant serves as a member of the senior management team, supporting HR Business Partners and team members on projects, initiatives, issues, events, and organizational activities.

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General Duties and Responsibilities

• Participate in the development, implementation, and recommendation of HR policies, practices, methods, procedures, and programs to improve operational efficiency.

• Develop administrative controls, reporting systems, and apply appropriate techniques and methodologies.

• Conduct and participate in meetings as a representative of the Senior Vice President of Human Resources.

• Manage agendas, attendance, and materials for HR Council, Recruitment Council, and other major meetings, including coordination of Webex participation.

• Manage HR Governance agendas and materials; facilitate meetings and follow-up actions.

• Facilitate the review and approval process for Managerial Annual Leave Buyout Requests in collaboration with the SVP of HR and Payroll.

• Prepare and issue one-year anniversary communications to new employees.

• Assist with special projects including, but not limited to:

  • Accretions

  • Departmental reorganizations

  • Job description standardization

• Develop and consolidate annual reports of HR accomplishments.

• Compile and distribute information to and from Chief Human Resources Officers and HR Directors.

• Compile, analyze, and prepare metrics and project outcomes for presentation.

• Assign access and provide administrative oversight of the HR Confidential SharePoint site.

• Coordinate coverage in the absence of the Senior Executive Productary.

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Process Improvement & Project Management

• Identify and strategically lead process improvement initiatives with key stakeholders.

• Serve as Project Manager for major HR initiatives.

• Track initiatives and maintain HR Project Tracker(s).

• Support and communicate updates related to HR & Payroll Governance and HR Governance initiatives.

• Ensure timely completion of reports and all required documentation.

• Participate in the development and implementation of policies, procedures, workflows, administrative controls, and reporting systems across major corporate functional areas.

• Support ongoing development of:

  • Standard work

  • Visual management tools

  • Best practices assessment and implementation

• Provide consultation to leadership to support continuous improvement, change management, and problem-solving efforts.

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Policy & Procedure Management

• Track draft policies and procedures.

• Research background information for policy and procedure development.

• Facilitate authorization and approval of policies and procedures with key stakeholders.

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Qualifications for the Job

(In addition to minimum qualifications outlined in the corporate job description)

Certifications / Licenses

• N/A

Education

• Undergraduate degree in Business, Human Resources, or a related field

• Advanced degree preferred

Experience

• Minimum of 5+ years in a similar role providing high-level administrative and project management support to an executive, preferably within Human Resources or Organizational Development.

Knowledge, Skills, and Abilities

• Proficiency in Microsoft Office Suite:

  • Excel

  • Word

  • PowerPoint

  • Outlook

  • Visio

• Strong project management skills

Schedule Start Date:
02/02/2026

Schedule Start Date:
02/02/2026

Schedule Hours Per Week:
40.00

Schedule Hours Per Day:
8.00

Schedule Days Per Week:
5.00