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Sr. Administrative Assistant - Human Resources


We Make Life More Rewarding and Dignified

Location: Libertyville 
Department: Human Resources 

Summary:

The Senior Administrative Assistant provides administrative support to the Vice President of Human Resources. This role will also support the HR Leadership Team (HRLT) and global HR functions as required.  The Senior Administrative Assistant will perform normal office functions and may also be responsible for the maintenance, tracking, and reporting of information on systems such as SuccessFactors and iConnect for the department.  This role is responsible for all administrative aspects including scheduling, filing, inbound and outbound communications, meeting logistics, travel arrangements, document creation/formatting, etc.  This role is responsible for appropriately representing the department with internal and external customers, for making quick decisions in unexpected situations, and for being able to prioritize and accomplish multiple, diverse tasks on an ongoing basis.  This role requires an individual with a high level of confidentiality and interpersonal effectiveness.

Responsibilities:

Office Administration 

  • Professionally represents the Vice President by welcoming visitors, directing or responding to correspondence, coordinating meetings and departmental functions, answering questions and other requests as directed

  • Serves as liaison between the Vice President and the Business Units, Corporate Units and Officers

  • Oversees the daily operations for the HR department including conference rooms, conference room equipment, catering, and managing supplies

  • Prioritize and accomplish multiple, diverse tasks on an ongoing basis

  • Identifies and implements methods of improving daily operations

  • Creates and reviews documents according to management requirements

  • Screens calls and provides appropriate direction on behalf of the Vice President

  • Manage and maintain a highly detailed and active daily schedule

  • Plan logistics for group meetings and events including agendas, menus, decorations, and outside vendors

  • Schedules meetings, appointments, interviews, and/or conferences

  • Makes appropriate global travel arrangements for supported managers and/or associated personnel as indicated, to include detailed itineraries using specialized electronic applications, all forms of transportation, accommodations, integrating with group travel logistics, and understanding Corporate travel policy and procedure

  • Processes expense reports for the Vice President of Human Resources and the HRLT.

  • Review and analyze incoming documents, memos, submissions, and reports to determine their significance, direct to the appropriate party, and distribute as required

  • Prepare responses to correspondence containing routine inquiries or direct correspondence to subject matter experts

  • Recommends, develops and implements strategies to improve efficiency

  • Managing special projects as requested

     

Functional System Data Maintenance Administration 

  • Responsible for running reports in the SuccessFactors system and creating and deleting forms on a regular basis

  • Maintains records and inputs data on function-specific software system, as needed

  • Supports function’s processes such as:  Development Succession Planning, Performance Management, Mid-Year Planning, Annual Operating Plan, etc. as needed

 

Requirements:

  • High School Diploma required

  • Associate’s Degree preferred

  • 8 – 12 years overall experience required

  • Minimum of 8 years of experience and a proven track record of success supporting a Senior Leader & their team

  • Strong written and oral communication skills

  • Advanced proficiency in Microsoft Office products (Word, Excel, PowerPoint, Outlook)

  • Must be able to sit for prolonged periods of time

  • Must be able to speak

  • Must be able to read

  • Must be able to type over 45 words per minute

Hollister is an EO employer – M/F/Veteran/Disability

Job Req ID: 27019