Executive Assistant - Human Capital Management

Summary

Looking for a driven, results oriented professional to join our 220+ employee investment management firm headquartered in Chicago’s financial district. This is a hybrid opportunity where you will work two days in our corporate headquarters and the remainder of work-days from your home office environment.

The HCM Executive Assistant is responsible for providing support to the Chief Talent Officer and members of the HCM team. We are looking for someone who is excited to work both collaboratively and independently with the HCM team to provide support for various HCM functions and administrative office support. In addition to providing administrative support, the HCM Executive Assistant will assist in areas such as recruitment coordination, new hire onboarding, benefit administration, and programs and initiatives.

To be successful in this role you must also have the ability to communicate professionally, demonstrate excellent organizational skills, initiative and be able to prioritize work and multi-task in a fast-paced environment.

Key Responsibilities

Serve as the Executive Assistant to the Chief Talent Officer

Execute administrative and office management responsibilities

Responsible for invoice processing, invoice inquiries and follow-up of HCMs invoices to vendors when requested

Serve as HCM’s representative for Harbor’s Business Continuity Planning working group

Serve as Harbor’s Floor Warden – facilitating information sharing, coordination and communication

Provide support in areas such as:

Recruitment Coordination

Sourcing and pre-screening candidates, liaise with external recruiters where appropriate, schedule interviews, and handle related functions such as distributing applicant packets to candidates, initiating and monitoring the background checks, fingerprinting and CRD checks for registered representatives, facilitating drug screen scheduling

New Hire Onboarding/Orientation/Employee Changes

Schedule and coordinate new employee orientation

Building security badge administration

Programs and Initiatives

Administer and process requests for the Matching Gifts program, Tuition Reimbursement program, Student Loan Repayment Program

Administer and Process Service Anniversary milestones

Administrative & Office Management Responsibilities

Order office & kitchen supplies / refill & restock office & kitchen supplies

Submit work orders through building tenant management system for repairs or special requests

Assist with corporate event planning, not limited to holiday party, summer outing and team outings

Minimum Qualifications

3-5 years of executive assistant experience in a professional and fast paced environment

Proficient in Microsoft applications

Experience with SharePoint and Workday a plus

Experience working within an HR department is preferred

Experience working in a financial services organization is a plus

Knowledge, Skills & Abilities Required

Demonstrate the highest level of integrity, ethical standards, and reliability

Ability to work within the confines of confidential and sensitive information

Possesses self-confidence; ability to build trust and rapport with stakeholders and employees

Strong communication skills, both written and oral; ability to interact and communicate with C-Suite leaders and officers with confidence and professionalism

Excellent organizational skills and attention to detail

Proven ability to meet deadlines and to work well in a team environment

Possesses a proactive “can-do” attitude; takes initiative and responsibility while going above and beyond; uses foresight to look for process improvements or enhancements; does not settle for mediocre responses or results

Ability to troubleshoot, identify and resolve issues independently as well as having sound judgment to escalate to members of HCM team when appropriate