About Us The Talent team strategically partners with all Girl Scouts of the USA departments to create an ideal workplace. Our programs and initiatives aim to provide best-in-class employee experiences focused on attracting, retaining, and developing employees to their full potential. You Will The Executive Assistant provides administrative support for the Chief People Officer (CPO) and coordination support to the Talent Acquisition team. Range of administrative duties include extensive calendaring including coordination with outside parties and Executive team and Board members; travel planning and expense reporting; managing and filing of critical data whether in hard copy or electronic in a systematic manner; and creating and managing correspondence. Responsible for managing and supporting the community’s committee work. Essential Responsibilities Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. * Responsible for managing all aspects of supporting the Executive Development and Compensation Committee. This work includes the scheduling of meetings with forethought as to timing, preparation of draft agendas, minutes, coordinating who needs to be in attendance including necessary advisors, gathering of materials and presentations and creation, and posting of final presentations. * Strives to ensure that all work and interactions with board and committee members is of the highest quality and has zero errors. * Ensures that CPO is prepared for all meetings and has the necessary presentations and documentation needed. * Manages the timing and content of the Talent & Culture Community’s meetings and tracks work being done on employee engagement. * Ability to liaise with other communities including the Office of the CEO and Office of the National Board to optimize meetings and cross functional work. * Reviews incoming and/or assigned correspondence, project files, work projects, etc. and either responds independently to items within designated parameters or refers to appropriate staff members within department for resolution. Keeps track of items within the department requiring action and follows up as appropriate in order to keep the CPO and Talent & Culture team apprised of project and work status. * Responds directly to inquiries requesting various types of customer support from internal staff, Councils, vendors and/or a range of other sources. Determines exact nature of the request and contacts to obtain information as appropriate to respond to the request. * Ensures the smooth administrative operation of the department during any absence of the CPO, and/or other senior members of the Talent & Culture team; works to expedite the workflow and respond to internal client needs. Develops opportunities to increase the efficiency of the department. * Schedules and manages onsite, video and phone interviews with recruiters’, hiring managers’ and candidates’ calendars * Coordinates interviews and events logistics such as onboarding, room reservations, meeting materials, catering, travel and greeting candidates * Prepares and collects offer letters, interview feedback and new hire paperwork and tracks data accurately and timely in the HRIS and ATS (applicant tracking system) systems * Facilitates background checks Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Required Competencies Administrative coordination duties or may support Executive Team with confidential, administrative support; Individual Contributors who may have responsibility for projects or processes and who are still developing. * Advanced writing skills relative to business correspondence, strong verbal skills and excellent computer skills (Microsoft Office Suite) are imperative * Exceptional organizational, interpersonal, and leadership skills with the ability to exercise a high degree of diplomacy, collaboration and problem solving required. * Confidentiality and discretion are required * Ability to provide excellent customer service to a variety of stakeholders * Must possess a “can do” attitude and be willing to engage in all levels of “hands on” activities in order to ensure project completions within assigned deadlines. * Self-directed with the ability to effectively manage multiple priorities and complete assignments within established time frames * Ability to relate professionally and sensitively to staff, board (as directed) and public * Flexible, creative, and well organized * Critical thinker, problem-solver who focuses on continuous improvement * Energetic team player * Fits the profile of a G.I.R.L leader at GSUSA (Go getter, Innovative, Risk taker, Leader) * Must be available to work overtime as needed to complete projects that have specific deadlines Required Technical Skills High-level computer skills Office 365 proficiency emphasis in Word, PowerPoint and Excel You Need Bachelor’s Degree or equivalent work experience Minimum of five plus (5+) years’ experience as an executive assistant in a corporate environment directly supporting a human resources executive in either a “for profit” or nonprofit environment.
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