Job Description

Job Description:

I. Position Summary 

Provides high-quality, professional and comprehensive administrative support in partnership to the HSL Corporate and HRC Administration team to ensure seamless operations. Adept at taking a lead in heavy calendar scheduling and management, has strong organization and communication skills, can prioritize, perform multiple tasks, anticipate needs and demonstrate initiative in a fast-paced, team-oriented environment.

II. Core Competencies

• Initiative: Willingly seizes or creates opportunities to improve current & future administrative performance.
• Organizational Know-how: Understands and uses formal structure, important relationships and culture within HSL and with external customers to accomplish work objectives and outcomes.
• Teamwork and Collaboration : Works effectively within a team, group and across the organization and accomplishes tasks and desired results while behaving constructively as opposed to separately and competitively.

III. Position Responsibilities

• Administrative support to senior leadership team under the direction of immediate supervisor, including work requests as directed by Executive Assistants for the senior leadership team
• Maintain operational continuity for the leadership team to ensure uninterrupted support and administrative coverage during Executive Assistants (EAs) planned vacations and/or absence
• Coordinate and maintain complex calendar management for scheduling and planning meetings, and appointments including reserving conference rooms, ordering refreshments, and equipment set up as needed
• Serve as point person for the organization’s corporate calendar, proactively identifying, managing and resolving potential schedule conflicts, determining best practice scheduling to create efficiencies in processes, and implementing changes to mitigate risks
• Preparation, collation and distribution of supportive documentation, notes, and correspondence
• Assist with office tasks such as filing, copying, distribution of mail, and ordering and maintaining office supplies and equipment
• Manage daily administrative tasks such as answering and screening phone calls, generating and processing purchase orders, check requests, invoices, and expense vouchers, completion of intercompany forms and processes, and formatting, drafting of correspondence and other assistance with a variety of electronic documents.
• Operate and troubleshoot general office equipment, including printers, copier/scanner/fax machine
• Assist with coordinating travel arrangements
• Professionally assist visitors, residents, family members, donors, and Trustees with any questions or requests
• Handle sensitive information with utmost confidentiality and discretion
• While the above covers the most significant responsibilities of the position, it does not, however, exclude other duties which would be in conformity with the level of the position

IV Qualifications

• Bachelor’s Degree or two to five years of related work experience; or an equivalent combination of experience and education
• Working knowledge of Microsoft Outlook, Word, Excel, and PowerPoint.
• Ability to troubleshoot computer and software problems
• Know, or be willing to learn, how to leverage AI to create efficiencies to help manage duties
• Must be a resourceful team player
• Ability to adapt to a changing work environment
• Self-directed, able to take initiative, problem solve, and exercise independent judgment
• Exercise discretion and confidentiality
• Disciplined follow-up skills
• Good communication skills both verbal and written
• Strong interpersonal skills
• Strong attention to detail
• Ability to prioritize is key
• Flexibility in handling assignments
• Initiate pleasant personality, ability to work under pressure

V Physical Requirements

Please see Physical Requirements sheets in OH

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