Executive Assistant to CHRO | HR Ops & Executive Support

Lifetime Assistance, Inc.; City of Rochester (NY); On-site; USD 38,000 - 42,000; Full time

Benefits offered by this job

No-Premium Health Insurance Option

Education Support

Caring Culture

Job summary

Lifetime Assistance, Inc. in Rochester, NY, is seeking an Executive Assistant to support the CHRO and HR leadership. The role covers calendar management, meeting coordination, reporting, and confidential administration in a full-time capacity at 40 hours per week.

The ideal candidate has an associate degree and 5+ years of executive support experience, with strong MS Office skills and discretion to handle sensitive information.

Qualifications

• Associate degree in business administration, HR, or related field (or equivalent experience).
• 5+ years of progressively responsible executive support experience.
• Proven success supporting senior leaders and juggling multiple priorities with ease.
• Strong proficiency with Microsoft Office, particularly Excel, Outlook, Word, and PowerPoint, with demonstrated ability to work effectively with data, reports, and spreadsheets.
• Outstanding organization, follow-through, and attention to detail.
• Excellent written and verbal communication skills.
• Sound judgment and the ability to handle confidential information with discretion.
• Preferred: 5 years of prior executive support experience, HR department experience, and HRIS management experience.

Responsibilities

• Serve as the CHRO’s right hand, providing proactive executive support and managing calendars, meetings, correspondence, expense reporting, competing priorities, and confidential matters with precision and discretion.
• Anticipate the CHRO’s upcoming deadlines, meetings, commitments, and information needs, proactively ensuring they are organized and prepared.
• Coordinate complex meetings involving executive leadership, internal stakeholders, external partners, and committee members.
• Prepare agendas, presentations, reports, correspondence, and materials for executive, committee, and leadership-level meetings.
• Attend Retirement Committee meetings; coordinate agendas and meeting materials, document minutes, and support appropriate follow-up.
• Track commitments, action items, deadlines, and follow-up activities on behalf of the CHRO to help ensure priorities move forward.
• Support special projects, organizational initiatives, presentations, and other priorities led by the CHRO.
• Serve as a key operational resource to the HR Leadership Team, coordinating department priorities, projects, reporting, and administrative needs while maintaining primary responsibility for supporting the CHRO.
• Plan and coordinate HR department team-building, recognition, and other employee engagement activities.
• Maintain accurate and confidential employee records and HR documentation, including personnel files, organizational charts, internal resources, SOPs, and HR SharePoint content.
• Respond to audit and documentation requests, employment verifications, and authorized internal requests for employee information while maintaining confidentiality, accuracy, and appropriate controls.
• Administer the Agency’s Referral and Welcome Bonus programs from eligibility determination through payout, including tracking, reporting, employee communication, and education regarding program requirements.
• Support HRIS administration and data integrity, including serving as backup for employee status changes, termination documentation, and employee information updates.
• Prepare and distribute recurring HR and compliance reporting, including monthly fraud-check reporting and weekly termination reports.
• Provide responsive operational support across Human Resources, including HR Help Desk coverage, new-hire workspace coordination, front-desk backup, and assistance with department procedures and employee inquiries.
• Collaborate with HR leaders and cross-functional partners to keep department activities organized, responsive, and moving forward.
• Identify opportunities to improve administrative processes, department organization, documentation, and operational efficiency.
• Perform other administrative, reporting, coordination, and special-project responsibilities as assigned in support of the CHRO and Human Resources department.

Skills

Executive support

Calendar management

Communication

Discretion

Data handling

Education

Associate degree in business administration, HR, or related field

Tools

Microsoft Excel

Microsoft Outlook

Word

PowerPoint

Job description

Lifetime Assistance, Inc. in Rochester, NY, is seeking an Executive Assistant to support the CHRO and HR leadership. The role covers calendar management, meeting coordination, reporting, and confidential administration in a full-time capacity at 40 hours per week.

The ideal candidate has an associate degree and 5+ years of executive support experience, with strong MS Office skills and discretion to handle sensitive information.