Executive Assistant - HR

Overview

Scope of Work. Be the go-to partner for a dynamic HR & Development leadership team—where your organization, creativity, and discretion directly shape how we serve our employees and community. If you love owning calendars, projects, communications, and details while working in a fast-paced, mission-driven environment, this role was built for you. The Executive Assistant – Human Relations & Development provides high-level administrative and project support to HR & Development leadership while also serving as a first point of contact for employees, candidates, retirees, and the public.

This role manages complex scheduling, meeting logistics, travel arrangements, confidential records, purchasing/invoicing coordination, timekeeping support, and the development of professional presentations and informational materials. The position requires sound judgment, discretion, strong organization, and the ability to manage multiple priorities with minimal direction.

• Executive & Leadership Support (Primary):
  Manages calendars for HR & Development leadership; schedules meetings, interviews, and events across multiple stakeholders.
• Prepares meeting agendas/materials; captures action items and ensures timely follow-up and completion.
• Drafts and formats correspondence and communications for leadership review; maintains templates and standardized formats.
• Coordinates travel arrangements, itineraries, registrations, and reimbursement documentation in accordance with City policy.

• Creates and updates professional presentations, one-page informational sheets, flyers, and departmental materials using approved software/tools (e.g., Microsoft PowerPoint and other authorized design platforms).
• Supports talent, HR, and benefits communication needs by developing polished materials for employee use and leadership presentations.
• Assists with departmental projects by coordinating tasks, tracking timelines, compiling data, and preparing status updates.

• Greets and assists staff, candidates, and citizens in person and by telephone in a courteous, professional manner.
• Screens and routes calls; answers routine questions using approved resources and routes complex issues (benefits, payroll, leave, policy interpretation) to the appropriate team member.
• Assists applicants with the online application process and recruitment-related activities.

• Organizes, maintains, audits, scans, indexes, and files confidential personnel records and electronic employee records to support accuracy and compliance.
• Maintains confidentiality of HR & Development information; handles sensitive information with discretion.
• Processes employment verifications in accordance with City policy, applicable law, and required authorizations.
• Maintains and updates HR databases/tracking tools (e.g., applications, certifications, evaluations, personnel records).

• Serves as purchasing/invoicing coordinator for the Human Resources division, including supply requisitions and invoice documentation.
• Ensures documentation is complete and routes items for approvals in accordance with City policy.
• Performs general office management duties and other related duties as assigned.

• Serves as departmental timekeeper and enters payroll/attendance data into the HR system for supervisory review and approval.

• Identifies opportunities to improve administrative processes, workflows, and documentation to enhance department efficiency and consistency.

• Reports to:
  
  HR & Development Director
• Supports: HR & Development Director and HR & Development managers (HR Director establishes priorities and evaluates performance).

• Ability to sit, stand, and move inside the building.

Regular interaction with employees, retirees, applicants/candidates, vendors, and members of the public to answer inquiries, process information, and make referrals.