Senior Administrative Assistant, Human Resources
- Job posted by The Pew Charitable Trusts
The Pew Charitable Trusts is driven by the power of knowledge to solve today's most challenging problems. Pew applies a rigorous, analytical approach to improve public policy, inform the public and invigorate civic life.
We are an independent nonprofit organization – the sole beneficiary of seven individual trusts established between 1948 and 1979 by two sons and two daughters of Sun Oil Company founder Joseph N. Pew and his wife, Mary Anderson Pew.
Our work lays the foundation for effective policy solutions by informing and engaging citizens, linking diverse interests to pursue common cause and insisting on tangible results. Our projects encourage efficient, responsive governments – at the local, state, national and international levels – serving the public interests.
With offices in Philadelphia, Washington DC, Australia, Brussels and London, and with additional staff in other regions of the United States and around the globe, Pew provides an exciting learning environment and the opportunity to work with highly talented individuals. We are a dynamic, rapidly evolving organization that values creativity and innovative thinking and fosters strong teamwork with mutual respect.
The Human Resources (HR) Department within Pew is comprised of the following main functions: Talent Acquisition, Business Partnership/Employee Relations, Talent Management, Development and Internal Communications, and Compensation, Benefits and HRIS. The department provides strategic support to the business by aligning its priorities and service delivery with the needs of the organization, providing expertise and leadership in each functional area, and serving as an internal consultant to help drive results.
A team of skilled professionals currently provides HR services to approximately 1000 distributed staff. HR's focus is to lead the recruitment of highly talented staff; build an environment committed to two-way communication, staff development, growth and retention; offer a competitive compensation and benefits package; and foster a respectful, collaborative culture in which staff are well-supported to achieve results. This includes developing, implementing and maintaining best practices in the areas of: talent acquisition; organizational design, staff development, performance and talent management; employee relations; compliance; and compensation and benefits. To support the business, HR is comprised of approximately 27 staff with representation in both Philadelphia and Washington, DC to provide in-depth expertise to clients.
This position reports to the Vice President, Human Resources.
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- Perform administrative functions for the Vice President, Human Resources including the following: screening and handling telephone calls; scheduling meetings, appointments and conferences; managing paper flow and deadlines; coordinating internal and outgoing mail, creating correspondence for review; editing and proofreading documents;.
- Serve as the point person for coordinating documents that need to be approved and/or reviewed by the Vice President. Refine the system that tracks items to be reviewed, including ensuring that priority items are responded to efficiently, and communicating responses to appropriate staff.
- Coordinate information related to all activities: track correspondence, handle acknowledgements, and proofread all materials; prepare files and maintain records.
- Work closely with the department directors/managers and staff to facilitate and provide support for coordinating needs among projects; assist with administrative and departmental tasks and projects as necessary.
- Create, review and modify documents in Microsoft Word, Excel, and PowerPoint. Coordinate the logistics of meetings including securing room reservations, reserving audio visual equipment, placing catering orders, preparing background and informational materials for distribution, tracking government attendees, handling post-event reporting, room breakdown and troubleshooting issues at events.
- Ensure Vice President is fully prepared for all meetings with appropriate lead time including information about attendees and background materials, meeting location and other details as needed.
- Contribute to and participate in tasks and projects as assigned, including regular staff meetings and project-related work.
- Handle travel arrangements for the Vice President and others as needed.
- Process business expense reports, check requests and invoices, including coordinating the approval process and maintaining backup electronic files of all financial documents.
- High school diploma required; college degree preferred.
- Minimum of seven years of administrative experience in a professional environment.
- Strong organizational skills, including the ability to set priorities, think analytically, work under tight deadlines, juggle multiple tasks simultaneously and track details in a fast-paced, dynamic environment.
- Excellent verbal and written communication skills (including proofreading and editing) and the ability to express oneself clearly and concisely. Strong oral communication skills, specifically a polished telephone manner and ability to take detailed and thorough messages. Confidence when speaking with senior staff.
- Demonstrates sound judgment and discretion in handling confidential and sensitive information; exercises diplomacy.
- Ability to work with and treat staff at all levels with dignity and respect. Ability to work well under pressure and on deadline while adapting to changing situations on a daily basis.
- Attention to detail. Monitors and double checks work and information for accuracy and quality. Ability to pay close attention to detail without losing site of the bigger picture.
- Demonstrated experience in scheduling meetings and making complex travel arrangements.
- Takes initiative. Ability to anticipate needs and be proactive. Self-disciplined to meet deadlines and strong work ethic.
- Ability to understand organizational structure and work through administrative systems and processes. Asks appropriate questions to facilitate work being completed.
- Knowledge of and demonstrated proficiency in the use of Microsoft Office suite (Word, Excel, PowerPoint and Outlook) required. Ability to quickly learn software specific to the department and/or Pew (e.g., Workday, PeopleSoft).
Compensation and Benefits
We offer a competitive salary and benefit program, including: comprehensive, affordable health care through medical, dental, and vision coverage; financial security with life and disability insurance; opportunities to save using health savings and flexible spending accounts; retirement benefits to help prepare for the future; and work/life benefits to maintain a good balance.
The Pew Charitable Trusts is an equal opportunity employer, committed to a diverse and inclusive workplace. Pew considers qualified applicants for employment without regard to age, sex, ethnicity, religion, disability, marital status, sexual orientation or gender identity, military/veteran status, or any other basis prohibited by applicable law.
Minimum Education Required