Private Secretary to the Director of HR

1 day ago

Cleveland, Ohio, United States City of Cleveland Heights, OH Full time

Under general direction, performs major daily and project/program based administrative duties. Recommends and administers divisional/departmental policies and procedures. Prepares regular and special reports related to divisional/departmental operations. Performs other job-related duties as required.
Meetings and Events

  • Provide general support to visitors at the Director's office and at the Director's events;
  • Organize and schedule meetings for the Director and manage meeting requests;
  • Assist or manage the logistics and setup of meetings, including office staff meetings, town halls, work group meetings, and other events and trainings;
  • Copy, collate, prepare, organize, and distribute materials for the Director's meetings and events;
  • Ensure video and audio recordings of the Director's meetings as requested;
  • Arrange travel, transportation, and accommodations as required.

Communications and Correspondence

  • Ensure professional, timely and effective telephone, mail, electronic mail, and facsimile communications with internal and external stakeholders;
  • Answer phone and direct calls to the appropriate destinations;
  • Prepare routine correspondence and reports;
  • Assist Director with City administrative functions including budget related items and other matters.

Office and Document Organization

  • Works with a high degree of autonomy to provide support on wide range of issues and special projects;
  • Independently performs work while maintaining confidentiality and exercising sound judgment;
  • Readily adapts and adjust to shifting priorities and deadlines;
  • Organizes and prepares agenda and attends meetings to provide note taking and record keeping;
  • Drafts correspondences and materials when applicable;
  • Serves as liaison and relationship-builder to key constituents, employees and stakeholders while displaying a dedicated level of commitment to outstanding customer service;
  • Facilitates communication to employees and ensures compliance of legal and policy issues, assesses inquires and request for information and determine effective course of action or referral to appropriate team members.

Required Qualifications

  • Associate's Degree from an accredited college or university (One year of experience may substitute for each year of college education lacking)
  • A minimum of four (4) years of relevant experience
  • Proficient in Microsoft Office Suite and other appropriate office tools
  • Excellent writing skills including strong knowledge of correct grammar, spelling and language usage
  • Efficient with the ability to prioritize quickly and confidently manage multiple deadlines
  • Excellent interpersonal skills with the ability to work independently and in a team setting
  • Excellent organizational skills
  • Ability to maintain strict confidentially at all times
  • Availability to work outside of traditional work hours
  • Ability to pivot quickly and perform other duties as assigned
  • General HR experience; especially Labor and Employment Relations

Preferred Qualifications

  • Professional Human Resources or job-related certification
  • Experience with HRIS and Payroll systems
  • Public sector work experience, especially with a municipality

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