Human Resources Assistant

Job Type

Full Time

Salary

Details: Salary is based on experience and on the Foundation’s commitment to internal equity. A generous benefits package is provided.

Published

07/23/2018

Address

New York
New York
United States

Description

The Talent & Human Resources team at Ford Foundation has an open position for a Human Resources Assistant who will provide core administrative support to three directors and facilitate the daily processes and planning of their respective areas. The assistant will provide functional support such as record management, communications and onboarding support and take the lead on administrative duties like calendar management, travel planning and expense management for three busy directors.


The Talent & Human Resources team provides human resources support to the foundation’s New York office as well as our offices in Asia, Africa and Latin America. The assistant will report to the Director of Human Resources for New York, the Director of International Human Resources and the Talent Development Director. They will also have frequent interaction with other members of the Talent & HR team, internal and external clients and service providers and colleagues across the foundation.


The ideal candidate will be a detail-oriented, energetic problem solver with exceptional organizational, communication and people skills, who enjoys managing complex schedules, can easily prioritize tasks and has experience taking direction from more than one supervisor.


This position is an excellent opportunity for someone who wants to kick start their human resources career. In supporting three directors, the assistant will have an opportunity to learn about human resources practices in 11 countries and gain exposure to many of the areas that comprise human resources such as: employee relations, compensation, benefits, workforce planning, performance management, change management, training, development, onboarding, immigration and diversity, equity & inclusion. The assistant would be working for a high performing team of seasoned directors who are committed to the training and development of their staff.


Job Responsibilities


Human Resources Functional Support


  • Organize and maintain accurate records, such as I-9 and immigration documents
  • Liaise with internal and external partners such as in-house and external lawyers, relocation vendors, talent acquisition and new hires of the foundation.
  • Draft all-staff communications on behalf of directors
  • Maintain accurate contract information for term limited staff
  • Work with directors to ensure all performance alignment time-lines, communications and materials are developed and distributed
  • Schedule onboarding and orientation programs across all offices
  • Serve as secondary administrator of content in key systems such as the Integrated Learning Management System (iLMS) and Workday
  • Manage annual employee handbook update process for all 11 regional offices, coordinating with key internal stakeholders to edit and proofread all handbooks


Administrative Support


  • Pro-actively manage multiple calendars; schedule internal and external meetings; help to prioritize and plan activities according to the goals of the department
  • Plan and coordinate logistics for site visits and/or off-site meetings; provide on-site meeting support as necessary, and provide appropriate follow up to complete the logistics following the meeting
  • Develop domestic and international travel itineraries, related logistics (i.e. visas)
  • Manage inquiries via phone and e-mail; route correspondence to staff as appropriate and assist to prepare responses in advance where possible
  • Perform standard administrative duties such as answer phones, make copies, send faxes, mail documents and maintain a variety of files as required
  • Support presentation and communications preparation using Excel spreadsheets and charts, PowerPoint presentations, and compile other materials or data as required


Qualifications


  • BA/BS with 1-2 years of experience (including internships) or an equivalent combination of education and related administrative support experience
  • Excellent organizational skills with an ability to manage logistics, scheduling, data and records management
  • Demonstrated customer service communications skills with an ability to manage inquiries and people with enthusiasm, helpfulness, responsiveness
  • A team player with a demonstrated ability to collaborate with others on tasks and responsibilities
  • Demonstrated resourcefulness and eagerness to learn new things, engage in work and solve problems


Physical Requirements

This is a stationary position with near constant use of a computer. The person in this role occasionally moves about inside the office to access file cabinets, office machinery, etc.


Alignment to Culture and Values


  • Commitment to the Foundation’s mission and core values of equity, openness, collaboration, trust, accountability and urgency
  • Personal qualities of humility, capacity for self-reflection, and a sense of humor
  • Discretion and ability to handle confidential issues
  • Action-orientated and entrepreneurial self-starter who can work well independently and in teams


Benefits


  • Tuition Reimbursement
  • Three weeks’ paid vacation in first year of work; four weeks in subsequent years
  • Office closed the week between Christmas and New Year’s Day
  • Medical and dental benefits for employee and immediate family on first day of work
  • Professional development initiatives for growth
  • Retirement savings account with matching company contributions of up to 13%
  • Generous parental leave (maternal and paternal) during new child’s first year (born into family or adopted)
  • Subsidized lunch in on-site cafeteria


Equal employment opportunity and having a diverse staff are fundamental principles at The Ford Foundation, where employment and promotional opportunities are based upon individual capabilities and qualifications without regard to race, color, religion, gender, pregnancy, sexual orientation/affectional preference, age, national origin, marital status, citizenship, disability, veteran status or any other protected characteristic as established under law.  

Professional Level

None specified

Minimum Education Required

No requirement


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