Executive Assistant (Senior Human Resources Coordinator)

  • Otis College of Art and Design
  • Los Angeles, CA, USA
  • May 08, 2020
Full time   Assistant, Secretary & Executive Assistant Human Resources/Equity, Diversity & Affirmative Action

Job Description

The Executive Assistant (Senior Human Resources Coordinator) will support the VP, Human Resources and Development and Human Resources department. This highly visible role works independently to provide exceptional customer service and executive-level administrative support to an in-demand division of the College. This position plays a critical role in the College’s key functions of administration and human resources and upholds a strict level of organization, communication, confidentiality, and professionalism. This position is a hands-on representative for the Human Resources department whose role is to help facilitate all fundamental Human Resources functions, while ensuring the successful implementation of division goals. With diverse yet substantive responsibilities, this role works with faculty and staff as well as external constituents, making this a key position within Otis College of Art and Design. This position reports directly to the Vice President of Human Resources & Development


• Manage and schedule meetings and appointments for the Vice President’s participation, provides onsite coordination, technical support, and tracking of action items. Ensures that the Vice President is informed of all relevant matters. May help determine priorities for the Vice President’s calendar in addition to coordinating efforts of other staff engaged in scheduling the Vice President’s time. Determines information and scheduling requirements. Researches information; alerts the executive of appointments needing to be rescheduled and future key appointments. Reschedules existing appointments as deemed appropriate.
• Review and prioritize communications (electronic, oral and written) and determines appropriate action to take, including responding directly, preparing draft response for Vice President’s review or delegating to other team members for response preparation.
• Facilitates communications between the Vice President and direct reports. Assesses and prioritizes the urgency of situations and determines appropriate action. Facilitates reciprocal exchange of communications and critical information in a timely manner between the executive and other College offices and/or external parties. Serves as a key resource and provides ongoing public relations on the executive’s behalf with faculty, staff, visiting trustees, major donors, dignitaries, and/or other VIPs. Represents the executive through phone and personal contacts, as needed. Screens, responds, or forwards incoming calls directed to the executive.
• Provide departmental support for all areas of HR including: recruitment, selection, hiring, compensation, benefits, trainings, performance reviews, onboarding, etc., inclusive of maintaining an adequate inventory of office supplies.
• Anticipate the department needs and proactively assembles the appropriate people and resources to solve problems. Acts as liaison between Human Resources and other divisions.
• Field incoming requests; exercise strong judgment and discretion with highly confidential information interacting with top-level contacts on highly sensitive information necessitating considerable use of tact, reasoning skills and diplomacy, and communicating and interacting with internal and external stakeholders.
• Researches and resolves problems or questions referred by faculty, staff, visitors, or external contacts as needed or requested by the executive. Analyzes and reports resolution or findings.
• Designs and creates documents and/or presentation slides using computerized graphics, desktop publishing, and word processing software. Determines type(s) of artwork (i.e., illustrations, photos, charts, graphs, design covers) to accompany documents and/or presentation slides while considering compatibility, content, audience, style, format, intent, etc.
• Maintains a thorough understanding of all Human Resources office matters and College policies and procedures in addition to applicable government laws and regulations. Maintains currency with College and other academic publications. Updates the executive on new developments.
• Lead, drive, execute and/or participate in various College team events, socials, offsite meetings, etc. May need to take notes and/or prepare minutes.
• May assist in managing operational budgets including fiscal planning and monitoring.
• Perform a variety of other administrative duties such as processing invoices, vouchers, purchase orders, budgets, data entry, scanning, copying, and filing.
• Act as a back-up to other HR positions as needed.
• Performs other related duties as assigned. Must be responsive to work-related phone calls and emails during non-business hours on occasion.

Preferred and Required Qualifications

• Bachelor’s degree or combined experience/education as substitute for minimum education. A minimum of 7 years related work experience is required in a progressively responsible administrative role in an executive office.
• Individual must have exceptional interpersonal skills and a heightened sense of composure, protocol and diplomacy with the ability to exercise sensitivity, confidentiality, and discretion in every matter. Ability to maintain effective working relationships (individual and team) with a variety of constituents internally and externally at all times acting as a positive ambassador for Human Resources and the College.
• This position requires excellent writing, proofreading, and verbal skills; strong organizational skills and attention to detail to address, prioritize, and coordinate multiple projects, problems, and activities concurrently while maintaining composure.
• Comfortable and demonstrated skill working in a multicultural environment and committed to fostering an inclusive culture.
• Strong analytical skills and problem-solving ability based on data and other relevant factors. A resourceful individual with excellent deductive reasoning and critical thinking skills along with an anticipatory focus.
• Superb time management and project management skills.
• Flexible and willing to adapt and embrace change; willingness to learn.
• Individual is required to have fully-proficient computer skills, including working with Microsoft Office suite (Word, Excel, PowerPoint, Outlook, Visio, etc.).
• Basic knowledge of applicable Federal, State and local employment law.
• Desire to pursue human resources as a career.

Application Details


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Applicants with dual-career considerations can find university jobs such as professor jobs, dean jobs, chair / department head jobs, and other faculty jobs and employment opportunities at the Otis College of Art and Design and at other institutions of higher education in the region on www.AcademicCareers.com