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The Human Resources Assistant provides administrative support to the SVP of People and VP of Legal, as well as project coordination to the full People Team to effectively support the successful performance of the executives and the People Team. The Human Resources Assistant leads and/or collaborates in the budget management process for all the departments. This role is also responsible for the effective coordination of certain details and logistics pertaining to the department’s internal and external events.
Profile
Administrative Support
Manage the day-to-day business activities and functions of the assigned executive, ensuring that shifting priorities are addressed and daily objectives are met.
Manage the executives’ calendars, partnering with Executive and Administrative Assistants across the organization to effectively schedule and adjust meetings and appointments to ensure maximized use of time, in alignment with business priorities.
Plan and coordinate all travel activities, maintaining adherence to budget and calendar constraints and ensuring all aspects of each trip are well-executed.
Prepare and distribute monthly T&E reports for all team members in both departments.
Compile information and prepare agendas, presentation decks, and other relevant meeting materials to ensure the effective execution of all internal and external meetings.
Maintain discretion and confidentiality with respect to all sensitive personal and business information and activities.
Provide onboarding training, as necessary, to familiarize new team members with systems, processes, and ways of working.
Manage People Team Shared Inboxes and Correspondents.
Manage the physical mail as well as the COVID email and HR email inbox.
Send all communications on behalf of the team, utilizing Salesforce CRM & Outlook.
Event Coordination
Plan and coordinate all elements of any onsite or offsite meetings hosted by the department, ensuring timely and thorough coordination of venue, catering/beverage service, technology setup, materials, etc.
Manage invitations, guest lists, participant registrations and inquiries for all events.
Travel, as necessary, to support offsite conferences and events, including setup, participant check-in, vendor coordination, etc.
Coordinate and deliver any necessary event follow-up, including summary documents, surveys, thank you notes, etc.
Budget Management
Monitor adherence to annual budgets for department, approving and reconciling vendor invoices against forecasts.
Vet and onboard new vendors, ensuring NDAs, MSAs and SOWs are agreed upon and signed, in collaboration with Legal and Procurement teams.
Collaborate with Legal and Procurement teams and third-party vendors to facilitate annual contract renewals.
Be the point person for Squared Away regarding issuing purchase orders and tracking all payment processing.
Coordinate and track any reclassification of expenses, as necessary.
Other
Work on special projects as assigned.
Maintain a flexible and adaptable mindset by continually evaluating, revising and responding with agility to meet rapidly evolving business needs, and perform other functions and duties as assigned
Additional information
Education
Bachelor’s degree required in HR related field
Professional Experience
2+ years of relevant work experience
Practical/Technical Knowledge
Administrative systems expertise, particularly PowerPoint, Outlook, Excel and Zoom
Highly organized and efficient
Meticulous attention to detail and accuracy
Well-developed, professional verbal and written communication skills
Ability to effectively prioritize and carry out job responsibilities with little direction
Some knowledge of budget management and/or invoice processing preferred
Moët Hennessy USA, Inc. is an equal opportunity/affirmative action employer. Moët Hennessy USA, Inc. considers candidates without regard to race, color, religion, gender, gender identity, sexual orientation, national origin, age, disability, veteran status, or any other characteristic protected by applicable law.
