Job Description

JOB SUMMARY

The Executive Administrative Assistant for Human Resources provides high-quality administrative support to the VP of Human Resources as well as supports the Human Resources Team. This role is responsible for coordinating travel, managing executive calendars, processing expenses, and supporting key meetings and events. The ideal candidate is highly organized, proactive, detail-oriented, and capable of managing multiple priorities while maintaining exceptional service and confidentiality.

KEY RESPONSIBILITIES

• Provide comprehensive administrative and operational support to senior HR leaders and department personnel, ensuring priorities, meetings and daily activities are effectively coordinated.
• Manage complex calendars and changing priorities, using sound judgment, flexibility, and discretion to address urgent and time-sensitive requests.
• Coordinate travel arrangements, including transportation, lodging, itineraries, and related documentation.
• Partner with executive leaders, executive assistants, and cross-functional teams to coordinate meetings, events, and organizational initiatives.
• Prepare professional documents and meeting materials, including correspondence, reports, agendas, meeting minutes, presentations, spreadsheets, invoices, and action-item tracking.
• Process expense reports, corporate credit card reconciliations, mileage reports, and related administrative documentation.
• Lead and continuously improve employee onboarding processes, including new hire documentation, employment verification, HRIS data entry, orientation, resources, and hiring manager support.
• Manage shared HR Inbox by responding to general inquiries and directing requests to the appropriate team or department.
• Partner with Talent Acquisition to coordinate high-priority interviews, candidate travel and related reimbursements, recruiting activities, and applicant tracking system administration.
• Support employee recognition, service anniversary, and engagement programs in partnership with HR teams across the organization.
• Support HR reporting, data tracking process improvements, and special projects.
• Handle sensitive and confidential information with professionalism, discretion, and sound judgment.
• Provide support for the Global team as needed.
• Provide night and weekend support as needed but infrequent.
• Perform other duties as assigned.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those a Team Member encounters while performing the essential functions of this job. The work environment is a plant/office setting with varying degrees of temperatures and noise levels. Infrequent exposure to manufacturing equipment movement and wet/slippery floors. The vast amount of work is conducted in a climate-controlled office. Travel may be required.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by a Team Member to be successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the Team Member is regularly required to sit, use hands and fingers, handle, or feel and talk or hear. The Team Member is occasionally required to stand, walk, and reach with hands and arms. The Team Member must occasionally lift and/or more up to 25 pounds. Specific vision abilities required by this job include close vision.

Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• 5+ years of executive administrative support experience, preferably supporting senior leaders.
• Experience as a highly resourceful team player, with the ability to also be extremely creative and effective independently.
• Highly flexible demeanor and openness to assisting where needed.
• Demonstrated ability to work in a fast-paced environment including adapting to a variety of situations and frequent changes.
• Demonstrated proactive approach to problem-solving with strong decision-making capability.
• Relevant experience in an administrative support role.
• High level of accuracy, attention to detail, and follow-through.
• Advanced skills in Microsoft Word, PowerPoint and Outlook and proficient in Excel.
• Excellent verbal and written communication skills.
• Experience with Concur and UKG preferred.
• Ability to maintain confidentiality and exercise sound judgment in handling sensitive information.

Additional Information

The salary range for this role is $70,000 - $85,000 ( Annually ). Actual salaries will vary based on several factors, including but not limited to external market data, internal equity, location, and candidate skill set and experience. Base pay is just one component of Jack Link’s Total Rewards package for Team Members. Other rewards may include annual incentive and program-specific awards. Jack Link’s provides a variety of benefits to eligible Team Members, including medical, dental and vision benefits, life and disability insurance, 401k participation, paid holidays, and paid time off.

Disclaimer:

This job description is intended to generally describe the nature and level of work to be performed by employees in this position. It is not intended to be construed as an exhaustive list of all responsibilities and skills required of employees performing this role.

EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER:
Jack Link’s provides equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic that is protected by federal, state or local law.

E-VERIFY:
Jack Link’s is a participant in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For information about the E-Verify program, please visit: http://www.uscis.gov/e-verify/employeesAll your information will be kept confidential according to EEO guidelines.