Executive People Secretary - (ADM-L4.9) at Zutari

Introduction to the role:

• As an HR Executive Assistant at Zutari, you will play a critical role in supporting the Human Resources CPO and HR executives in their daily activities. You will be responsible for maintaining HR records, coordinating HR projects, managing schedules, and providing administrative support to ensure the smooth functioning of the HR team.

Responsibilities:

• Managing and organizing the Chief People Officer calendar, scheduling appointments, meetings, and conferences.
• Coordinating any necessary travel arrangements and related expenses for the Chief People Officer and all other people team members.
• Prepare and distribute HR-related correspondence, reports, and documents.
• Handling incoming and outgoing correspondence, including emails, phone calls, and other forms of communication. Prioritizing and responding to messages on behalf of the executive as needed.
• Maintain employee records and ensure data accuracy and confidentiality.
• Collecting, organizing, and maintaining important documents, files, and records. Retrieving and presenting information as required by the executive for decision-making and reporting purposes.
• Planning and preparing for meetings, including agenda creation, document preparation, and logistical arrangements. Attending meetings and taking minutes when necessary. Following up on action items and ensuring deadlines are met.
• Assisting with the coordination and management of various projects or initiatives. This may involve research, data analysis, preparing reports, and monitoring project progress.
• Building and maintaining positive working relationships with internal and external stakeholders, including staff, clients, partners, and vendors. Acting as a liaison between the executive and other individuals or departments.
• Collaborate with cross-functional teams to ensure effective communication and coordination.
• Providing general administrative support, such as managing office supplies, filing documents, processing expenses, and handling any other administrative tasks as needed.
• Assisting with ad hoc requests or special projects that may arise, demonstrating flexibility and adaptability to meet the changing needs of the executive and the organization.
• Provide administrative support on finance-related tasks and systems e.g. Deltek and Vantage Point ERP on behalf of the Chief People Officer for the people team.
• Provide general administrative support for the people team as determined by the Chief People Officer.

Requirements:

• Bachelor's degree/Diploma/Certificate in Human Resources, Business Administration, or a related field
• +5 years of experience as an HR Assistant or in a similar administrative role
• Solid understanding of HR practices and procedures
• Proficient in Microsoft Office Suite, HRIS (Human Resources Information Systems) and SharePoint