HR Executive Assistant

Einstein; New York (NY); On-site; USD 70,000 - 80,000; Full time

Job summary

Albert Einstein College of Medicine seeks an experienced executive assistant to the Vice President and HR leadership team. You will coordinate strategic administrative priorities, oversee the HR leadership office, and manage executive scheduling to ensure responsive service to the Einstein community.

The role requires handling sensitive information with discretion, supporting committees, and maintaining HR materials and communications with accuracy and professionalism.

Qualifications

• Bachelor’s Degree or equivalent combination of education and related work experience.
• 5 – 8 years’ experience supporting at the executive level.
• Submission of writing samples is required.

Responsibilities

• Collaborate with VP and HR leadership to coordinate strategic administrative priorities for the HR leadership office.
• Oversee day-to-day functioning of the HR leadership office and manage executive scheduling and workflows.
• Prepare and manage executive-level correspondence with discretion and HR policy alignment.
• Handle highly sensitive information with professionalism and discretion.
• Coordinate committees and assist with agenda development and materials.
• Manage HR calendar of initiatives and coordinate with Internal Communications and Creative Services.

Skills

Organizational skills

Communication skills

Executive calendar

PowerPoint

Microsoft Office

Discretion

Education

Bachelor’s Degree or equivalent

Tools

PowerPoint

Excel

Outlook

Job description

POSITION RESPONSIBILITIES

• Collaborate closely with the Vice President and Human Resources leadership in Employee and Labor Relations to coordinate and execute strategic administrative and operational priorities. Oversee the day-to-day functioning of the HR leadership office, exercising independent judgment in managing executive scheduling, prioritizing workflows and coordinating complex administrative operations to ensure alignment with organizational needs and responsive service to the Einstein community;
• Independently prioritize and manage multiple concurrent projects and requests, evaluating urgency and impact, and ensuring timely follow-up, resolution, and communication of outcomes.
• Prepare and manage executive-level correspondence on behalf of the Vice President and HR leadership, including researching and drafting responses that require discretion and are consistent with HR policies and labor relations considerations;
• Handle highly sensitive and confidential information with professionalism, sound judgment, and appropriate discretion;
• Coordinate committees, including the Retirement Plan Committee and supporting the Director of Benefits by assisting with agenda development, gathering input, and ensuring timely preparation and distribution of materials and documentation of outcomes;
• Manage and align the HR departmental calendar of initiatives, events, and communications, coordinating across HR functions to support prioritization of commitments and effective representation. Work closely with Internal Communications and Creative Services to help coordinate and execute communication and branding strategy;
• Partner with HR teams to coordinate campus-wide employee engagement and recognition initiatives and events, including execution of departmental programs such as retreats and planning meetings, and assess opportunities for continuous improvement. Manage promotion and nominations of BRAVO recognition for staff;
• Develop and maintain systems for document management and recordkeeping for HR leadership, ensuring organization, accessibility, and timely retrieval of information.
• Coordinate operational logistics for HR, including facilities requirements, procurement activities, and travel arrangements for HR leaders and staff, exercising judgment in managing resources and competing priorities;
• Support administration of Child Care grants and nomination and award processes, ensuring accuracy and timely processing of expenditures and reimbursements;
• Coordinate updates and maintenance of HR website content, working with HR and communications teams to ensure information is current, accurate, and aligned with organizational standards;
• Perform additional responsibilities as needed to support HR leadership and departmental operations.

QUALIFICATIONS

• Bachelor’s Degree or equivalent combination of education and related work experience;
• 5 – 8 years’ experience supporting at the executive level;
• Submission of writing samples is required.

Skills and Competencies

• Demonstrates exceptional organizational skills and flexibility in managing competing priorities, with the ability to support a diverse range of programs and stakeholders in a dynamic environment;
• Interact effectively with individuals at all levels of the organization, maintaining professionalism, discretion, and sound judgment in a fast-paced, high-demand environment; demonstrates a proactive, resourceful, and solutions-oriented approach under pressure;
• Exhibits advanced written and verbal communication skills, with the ability to draft clear and effective communications; demonstrates strong analytical thinking, decision-making ability, and attention to organization, detail, and accuracy in all work;
• Demonstrates strong executive calendar and coordination skills, including managing complex scheduling and supporting meetings and committees with multiple stakeholders.
• Demonstrates proficiency in developing and supporting presentations, including preparing and formatting materials using PowerPoint;
• Maintains advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and demonstrates the ability to quickly learn and effectively utilize new systems and technologies.

Additional Information

In compliance with NYC's Pay Transparency Act, the annual base salary range for this position is listed below. Albert Einstein College of Medicine considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as, market and organizational considerations when extending an offer.

Minimum Salary Range

USD $70,000.00/Yr.

Maximum Salary Range

USD $80,000.00/Yr.