Executive Administrative Assistant (HR)

Company: PlayCore

Job Location: Chattanooga, TN

Work Setting: Hybrid

The Executive Administrative Assistant is a member of the Human Resources team, provide administrative management and support to SVP Human Resources, manages effective scheduling and travel arrangements for SVP Human Resources, other team members & guests as needed.

• Research data from published and on-line sources that can be shaped into proposals, reports, and other supportive materials.
• Generate analyses and create proposals, reports, and other supportive materials.
• Prepare key documents and presentations for a variety of audiences.
• Maintain effective documentation systems for corporate contracts, initiatives, and certifications.
• Manage AFP, budgetary, expense, invoice, etc. processes for the Business Unit.
• Manage administrative needs of departmental events.
• Maintain confidential/sensitive information.
• Manage schedule and travel arrangements for SVP HR, team members, consultants, and professional affiliations as indicated.
• Provide meeting support through preparation of materials, maintenance of participant lists, agendas, minutes, food, lodging, follow-up, etc.
• Generate analyses and create proposals, reports, and other supportive materials.
• Prepare key documents (including strategic plans), presentations, and correspondence for a variety of audiences.
• Prepare outbound communications and correspondence on behalf of the SVP HR and departmental initiatives (letters, newsletters, holiday cards, etc.).
• Manage departmental consultants (logistics, contracts, travel, scheduling, tracking, payment, etc.).
• Manage departmental contracts and maintain effective documentation systems for corporate contracts.
• Support departmental legal needs and maintain effective tracking and documentation (trademarks, service marks, copyright, etc.).
• Manage and support ongoing departmental reports including 100-day plans, monthly departmental overview reports, board reports, annual outcomes report, etc.
• Manage AFE and budgetary processes for Human Resources.
• Manage timely expense reports and invoices/payments for the department.
• Manage special events (senior manager training event, business lunches, dinners, webinars, HR meetings, team retreats, etc.).
• Support through calendar coordination, travel, shipping, ordering, management (compile, document, disseminate, follow-up, etc.).
• Manage departmental supplies, mail, copier services, shirts, gifts/cards/flowers, reference books/materials, etc. and manage departmental shipping needs.
• Manage inventory of departmental program/collateral/resource materials in an efficient organization system for effective tracking and timely replenishment from document control. Update materials as indicated.
• Provide back-up support for front desk/receptionist and office manager as indicated.
• Manage/Support departmental interns as indicated.
• Assume additional responsibilities as assigned by SVP HR.
• Handle email and postal mail inquiries and respond appropriately.
• Handle reasonable personal errands & tasks for SVP & other direct reports.
• Assume additional responsibilities as assigned by SVP HR.

• Analytical Decision-Making
• Learning & Development
• Planning & Organizing
• Professionalism & Integrity
• Financial Management
• Risk-Taking/Creative Thinking
• Teamwork & Relationship-Building
• Results Orientation

• Minimum of 5 years executive administrative assistance experience required.
• Ability to lift and transfer supplies and materials required.
• Experience working with sales and marketing and/or new business development preferred.

• Less than 25%

• Demonstrated proficiency with MS Excel, Word, PowerPoint and Access

• Minimum of 5 years executive administrative assistance experience required.
• Ability to lift and transfer supplies and materials required.
• Experience working with sales and marketing and/or new business development preferred.

• Self-directed - takes initiative and anticipates needs
• High energy / Bias towards action / Learner
• Excellent verbal & written communication skills
• Ability to generate and edit documents and materials for accuracy
• Demonstrated ability to represent the company in a professional manner
• Excellent interpersonal skills with proven ability to collaborate and function as an effective team member
• Ability to generate effective correspondence and presentations for a variety of audiences
• Excellent computer skills (Excel, Word, PowerPoint, Microsoft Outlook, etc.)
• Excellent documentation and analysis skills with attention to detail
• Ability to manage multiple tasks and conflicting deadlines in a timely manner
• Ability to collaborate effectively with a variety of internal and external stakeholders
• Demonstrate flexibility in the face of change
• Resourceful, strategic problem-solving ability
• Display proficiency using standard office equipment such as a computer, fax, Photocopier, Scanner, Etc.
• Organization, time management & prioritization skills to complete a high volume of varied responsibilities in a fast-paced setting

PlayCore and its family of brands considers applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, or any other legally protected status.