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Executive Assistant

1 month ago

Wilmington, United States Bancorp Bank, The Full time

Overview:

Work Arrangement:

***This is a hybrid role, working 3 days onsite in our offices.***

Supports Executive Vice President, Chief Human Resources Officer (CHRO) and the Human Resources (HR) Leadership team by performing a broad range of duties encompassing processing invoices, expenses, meeting agendas, meeting scheduling, meeting minutes, HR project plans, travel arrangements, and HR administrative functions. The role manages the Talent Acquisition candidate communications with Executive Search firms (Executive Roles only) and works closely with the CHRO on high-level HR Projects.

Responsibilities:

Essential Functions

  1. Provides administrative support to the CHRO and Human Resources Leadership team. Activities include sort and distribute mail; coordinate and schedule meetings and conference calls; make travel arrangements; enter, track and process invoices for the department; prepare and submit expense reports, order office supplies and other related activities.
  2. Manages HR specific vendor contracts and invoices for 50+ HR Vendors. Interfaces with the Vendor Management Office and Legal, as needed.
  3. Creates Executive (C-Level) presentations for the CHRO - Board Meetings, Board Compensation Committee, etc.
  4. Manages the annual salary increase, bonus (C-Level, Management Council, and High-Performers), and officer promotion process. Interfaces with all key stakeholders to complete the process timely and accurately.
  5. Develops and distributes legal severance and retention agreements.
  6. Responds to all HR and Legal requests for information, formats and organizes information appropriately for the client, and provides to Requestor in accordance with departmental processes, procedures, and guidelines. Secures all confidential information following data privacy, security standards, and protocols.
  7. Leads the I-9 / E-Verify, Employee Referral Program and Employee Certification process.
  8. Creates and delivers employee profile change forms, letters, Executive Level job offers, and custom reporting (C-Level) through the HRIS system.
  9. Completes all confidential HR Audits for Internal Auditors, Outside Auditors, and Regulators
  10. Processes employee terminations, including creating the termination letter, terminating the employee in the payroll system, and sending required communications.
  11. Maintains the monthly organizational charts with open positions, new hires, terminations, transfers, and promotions.
  12. Project Manager for the Annual Employee Appreciation Week for four sites and all remote employees.
  13. Creates and posts detailed meeting minutes with supporting documentation for the HR Leadership team.
  14. Performs other duties as assigned.


Qualifications:

Education/Experience Requirements

  • Undergraduate degree in a related field and/or an equivalent combination of training and experience.
  • A minimum of 5 years of administrative experience providing support to executives, ideally at the C-Suite level and having previously supported HR Executives.

Preferred Requirements

  • Exceptional organization and time management skills, with keen attention to detail and a strong ability to execute.
  • Proficient in Visio and Microsoft Office suite, e.g., Excel, PowerPoint, Word, Outlook.
  • Excellent verbal, written, and interpersonal communication skills.
  • A team player, able to work effectively in a team fostered, multi-tasking environment.
  • Excellent computer skills with the ability to quickly learn and use new applications and systems. Ability to problem solve minor desktop issues.
  • Experience in handling confidential information and understanding the importance of maintaining confidentiality of highly sensitive business information.
  • Strong working knowledge of HR processes and procedures.
  • Familiarity with general HR systems and terminology.
  • Flexibility to travel up to 5 percent of the time.


Background & EEO Statement:

This job will be open and accepting applications for a minimum of five days from the date it was posted.

Working at The Bancorp Bank, N.A. and Benefits Information: click here

Diversity & Background Screening:

Diversity & Inclusion at The Bancorp Bank: click here

The Bancorp Bank, N.A. is an EQUAL OPPORTUNITY EMPLOYER and will not discriminate on the basis of race, color, religion, gender, gender identity, sexual orientation, pregnancy, citizenship, national origin, age, disability, genetic information, veteran status or other protected category with respect to recruitment, hiring, training, promotion, and other terms and conditions of employment.

Employment with The Bancorp Bank, N.A. includes successfully passing a background check including credit, criminal, education, employment, OFAC, and social media background history.

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