Institute for Defense Analyses Hiring for HR Executive Assistant at Alexandria, VA Full Time

IDA has an exciting opportunity for an HR Executive Assistant. Under minimal supervision, this position provides administrative support for the Human Resources function. Maintains a close and highly responsive relationship to the day-to-day activities of the team. Performs a variety of both routine and complex administrative duties requiring extensive working knowledge of the organization, programs, practices and procedures related to the Human Resources function. Maintains appropriate personnel records. Serves as the first line of assistance to employees, and the public regarding general human resources administrative matters.

Responsibilities

Provides administrative support for the Human Resources function to include the Director and HR team. Schedules meetings and manages calendars, accurately prepares and reviews documents in a timely manner, and assists with management reporting and administration of HR programs. Establishes and maintains on-line and paper files. Makes travel arrangements and assists with travel and non-travel reimbursement. Assists with purchase requisitions, expense reports, and other regular reporting functions. Uses Sitecore to manage HR information on the intranet and Adobe Acrobat to create and update forms for HR. Sends daily status and timekeeping emails to the HR team.

Acts as point of contact for HR, answering questions and providing standard policy/procedural information. May assist the HR Service Center in answering inquires and providing assistance to employees and the public regarding general HR administrative matters. Manages and completes employment verifications from internal or external sources, including federal investigators; if complex situation, may involve the Director or IDA General Counsel.

Participates in the processing and maintaining of employee recordkeeping activities using the HRIS system. May develop record-keeping programs, ensures records are reflective of information submitted, working not only with the Director but with the Centers to ensure data is correct and current. This includes using HRIS Epicor, OnBase, Excel, and/or other record-keeping programs.

Provides administrative support for meetings, events, workshops, party planning, and other special occasions. This support includes managing room assignments; catering (using both internal and external caterers); arranging technical support; and ensuring any forms, programs or other material are produced for the event.

Utilizes spreadsheets, graphics, or database software programs; manages expense reports for Director; and may serve as technical resource for other team members on software questions and issues. Operates standard office systems and equipment including email, conference room scheduling, and other internal automated systems such as fax, copy, andscan equipment.

May prepare and sign routine, non-technical correspondence in own or Director’s name. Sorts and distributes incoming mail and interoffice correspondence. Manages and orders supplies for the office. Prepares items for shipping.

May assist the Recruitment team with scheduling interviews and travel for HR and management-level positions. May coordinate with groups outside HR to accomplish some tasks.

Performs other related duties as assigned.

Qualifications

High School diploma or equivalent; Bachelor’s degree is preferred.

Five or more years of progressively responsible experience in administrative function preferably in a Human Resources environment.

Strong written and verbal communication skills. Excellent command of the English grammar with ability to compose, write, edit, and proofread a variety of internal and external general business correspondence, memoranda, proposals, presentations, and management reports is essential.

Strong interpersonal skills, demonstrated ability to maintain confidentiality; able to effectively and diplomatically communicate orally and in writing with all levels of staff.

Team player; contributes to a positive work environment; gets along well with colleagues.

Must be a self-starter, have ability to think ahead and take initiative.

Strong time management skills and ability to coordinate and prioritize projects and assignments with little supervision. Must be self-directed and detail oriented in completing assigned projects and tasks.

Attention to detail is critical.

Strong proficiency with word processing, presentation, and spreadsheets. Experience using Microsoft Office Suite and Adobe Acrobat. Experience in Concur and Sitecor is a plus.

Able to learn new software programs quickly, i.e., travel program.

U.S. Citizenship is required.

Ability to obtain and maintain a security clearance is required.

U.S. Citizenship is required

Ability to obtain and maintain a security clearance is required

IDA is an equal opportunity employer committed to providing a fair recruiting process and working environment free from discrimination. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identify, national origin, disability or protected veteran status. Click here to learn more about IDA’s commitment to diversity, equity, and inclusion.