Executive Assistant, Human Resources & Development

This is a Full Time Job

We are seeking a highly qualified individual to assist the Vice President of Human Resources & Development with the administration of the day-to-day operations of the human resources functions and tasks. The Executive Assistant will provide administrative support to the Human Resources department, helping with the implementation and maintenance of policies, programs and services and will have responsibilities in HR administration, compliance, benefits administration and employment. This position will serve as the first point of contact for employees, applicants, vendors and business partners. This is a dynamic position requiring the ability to react with appropriate urgency in a fast-paced environment, while maintaining a high level of professionalism and confidentiality. An energetic, positive and pleasant demeanor is highly desirable.

Responsibilities Include:
• Provide general administrative support to the Vice President and Director, including composing correspondence, answering phones, scheduling meetings, maintaining calendar and files, arranging travel, preparing expense reports, ordering office supplies and other administrative duties as assigned
• Reconcile and process monthly benefit bills from Anthem Blue Cross, CAN, VSP, Mutual of Omaha, & The Holman Group for all four companies, NARAS, LARAS, GRAMMY Foundation & MusiCares
• Ensure compliance of all documents and administer record retention and purging of personnel files
• Maintain personnel files and HR documentation for integrity and compliance
• Process new employee paperwork for all four companies (NARAS, LARAS, GRAMMY Foundation & MusiCares), including: creating employee and medical files, completing Personnel Action Forms (PAFs) and I-9 Forms, entering and maintaining Emergency Contact Information into ADP payroll system, maintaining all employee files
• Handle new employee benefits enrollment, including medical, dental, vision, life, disability, employee assistance program and COBRA; sending all enrollment forms to insurance providers, entering employee medical deductions into ADP payroll system and filing original documents in medical files
• Process changes in benefit enrollments, including address changes, salary increases, adding/deleting of dependents, name changes, etc.
• Process employee termination paperwork
• Terminate employee benefits
• Process COBRA enrollments and terminations
• Serve as department liaison, responding to inquiries and providing excellent customer service
• Handle employment verification inquires and unemployment claims
• Assist with planning and day-of event support of employee events and recognition programs
• Distribute mail and process departmental invoices
• Filing, miscellaneous administrative tasks, and special projects as assigned

Qualifications Include:
• Minimum of 3-5 years related administrative experience
• Four-year college degree preferred
• Strong working knowledge of MS Office, including Outlook, Word, Excel, and PowerPoint
• Demonstrated ability to maintain confidential and/or sensitive information
• Excellent customer service skills
• Ability to appropriately prioritize and multi-task and work under tight deadlines
• Strong organizational and analytical skills
• Accuracy in data processing
• Ability to focus with extreme attention to detail
• Solid judgment and decision-making skills
• Solid mathematical skills
• A collaborative approach to problem solving
• Ability to manage up, communicate with tact and diplomacy and to diffuse conflict
• Energetic, positive and pleasant demeanor is highly desirable
• Strong verbal and written communication skills, including excellent grammar and punctuation skills