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Executive and Human Resources Assistant

2 months ago

Wilmington, United States Connecting Generations Full time

**Executive and Human Resources Assistant**

**Duties and Responsibilities Include**:

- Executive Assistant to the Executive Director**:

- Manage Executive Director calendar including scheduling meeting, appointment, travel arrangements - take and distribute meeting minutes as needed.
- Act as a point of contact between ED and internal/external stakeholders.
- Provides administrative support to the Executive Director - handles routine communications and general inquiries from vendors, school partners, mentors, staff, contractors, etc. as advised.
- Handle office tasks such as data entry, copying, scanning, filing, and creating/editing documents and reports for the ED, board, funders, and other stakeholders.
- Distribute correspondences such as meeting/task/program - reminders for deadlines/requests on behalf of the ED, facilitate the creation of necessary documents for meetings/training, etc.
- Assist in preparing and editing correspondences, reports and presentations.
- Assist with the planning of in-house or off-site activities, parties, celebrations, fundraising campaigns and conferences - coordinate schedules, track attendees and ticket sales, reserve rooms, order food/catering, security, etc.
- Act as Board Liaison on behalf of the ED:

- Board Liaison - Provide administrative level support to the Board by sending meeting and task reminders, photocopying typing correspondences, and compiling reports.
- Other duties as assigned.
**- Human Resources**:

- Assist with the recruitment process - job postings, screening resumes, scheduling interviews
- Assists ED as needed in coordinating new hire onboarding - staff benefits including Insurance, 401k, Dental, Health/Life/Disability.
- Assists ED in managing and maintaining PTO records, sunshine club, Emergency Contact Lists, birthdays, and staff contact information of all staff.
- Assists ED in the revision of the Personnel Policy Handbook, policies and procedures, and onboarding documents.
- Support HR initiatives such as performance management, employee relations and training programs.
- Assist with the maintenance of personnel files.
**- General Operations**:

- Receive and distribute mail correspondences.
- Maintain office supplies by checking stock to determine inventory levels. Anticipate required supplies, place and expedite orders;verify receipt of items, stock, and deliver supplies. This includes marketing materials and supplies.
- Liaise with facility management including cleaning services.
- Maintain equipment by completing preventive maintenance; troubleshooting failures, calling for repairs, and monitoring equipment.
- Organize and maintain office appearance.
- Maintain the office calendar.
- Works with ED to process and track grant accountability.
- Observe all CGI policies and procedures.

**Hours**:
This part -time position observes a minimum/maximum 29-hour work week. This position is funded yearly; funding approval occurs when the CG fiscal year budget is approved, usually in June. This is a non-exempt position. Must be available to work occasional evenings and weekends.

**Qualifications**:

- Excellent detail orientation and time management skills
- Self-motivated and flexible
- Enthusiastic and committed
- Customer service orientated
- Handle sensitive and confidential information with discretion and professionalism.
- Proficient in office technology (Word, PowerPoint, Excel, Outlook, etc.)
- Reliable transportation
- Bachelor’s degree preferred and minimum of two years of relevant work experience.

**Work Environment**:
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

**Physical Demands**:

- This is largely a sedentary role; however, some filing is required. This would require the ability to move files, open filing cabinets and bend or stand as necessary. Must be able to remain in a stationary position 50% of the time.
- The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
- Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
- Must be able to climb and descend steps.
- Must be able to lift up to 20 pounds.
- Must be able to stoop, kneel, crouch, or crawl to position self to service various office equipment when needed.

**Performance Reviews**:
This position reports to the Executive Director and will meet annually with the ED to establish personal, professional, and programmatic goals and to review progress towards approved goals.

**Disclaimer**:
The list of responsibilities and duties is not exhaustive but is merely the most accurate list for the current job. Connecting Generations reserves the right to revise the job description and to require that other tasks be performed when the circumstances of the job change.

**Job Type**: Part-time

Pay: $

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