Executive Assistant to the Chief HR Officer

Children's Institute•Los Angeles, CA

2d•Hybrid

About The Position

The HR Administrative Coordinator provides executive administrative level support to the Human Resources department. The position works closely with the CHRO and is responsible for the department’s communications, scheduling, and execution of strategic priorities. DUTIES SUMMARY The HR Administrative Coordinator provides executive administrative level support to the Human Resources department. The position works closely with the CHRO and is responsible for the department’s communications, scheduling, and execution of strategic priorities. ESSENTIAL DUTIES To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requirements

Bachelor’s degree in related field, preferred
5+ years of administrative experience, with at least 2 years executive assistant experience or equivalent combination of education and experience
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly and timely with excellent attention to detail
Effective interpersonal skills and the ability to build relationships with agency stakeholders
Demonstrated proactive approaches to problem-solving with strong decision-making capability
Ability to work on assignments independently
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
Forward-thinking and proactive contributor, who actively seeks opportunities and proposes solutions
Possesses a valid driver's license and state-required auto insurance or reliable transportation depending on business needs
Sensitivity to service population’s cultural and socioeconomic characteristics
Excellent verbal and written communication skills, including the ability to draft correspondences with and other communications quickly with minimum direction
Understands CII’s basic philosophy and participates fully in carrying out its mission
Advanced knowledge of Microsoft Office 365 (i.e., Word, PowerPoint, Excel, Teams, etc.)

Nice To Haves

Communications experience strongly preferred
Project management experience highly desired

Responsibilities

HR Initiative & Project Coordination Track HR initiatives, projects, and commitments to support timely follow-through
Maintain timelines, milestones, and dependencies for HR-led initiatives
Provide regular visibility into upcoming deadlines, risks, and action items
Flag delays, capacity constraints, or competing priorities to HR leadership
Support the rollout of key HR programs (e.g., performance management, employee engagement) by coordinating timelines, tracking action items, and coordinating supporting communications and materials
Meeting & Documentation Support In collaboration with the OCM (Organizational Change Manager), coordinate logistics for HR leadership meetings, including calendaring, agendas, and materials
Take clear, accurate meeting notes and document decisions, action items, owners, and next steps
Compile and organize documents and materials for HR leadership and working meetings
Maintain organized records of HR plans, decisions, and materials
Ensure documentation is accurate, up to date, and accessible to relevant stakeholders
Communication & Coordination Support Coordinate HR trainings, and other enablement efforts by preparing materials, managing logistics, and delivering standardized or scripted content as needed
Support internal HR communications by organizing and distributing materials such as e-newsletters, slide decks, and HR Town Hall content, in coordination with HR leadership and Marketing as needed
Maintain HR knowledge management resources to ensure HR-related content is organized, current, and accessible
Serve as a point of coordination between HR functions to support alignment and information flow
Process, Tracking & Quality Control Support the application of HR policies and procedures by documenting processes, identifying gaps or inefficiencies, and escalating recommendations for improvement to HR leadership
Support HR compliance by following established procedures, maintaining accurate records, and escalating questions or potential issues to HR leadership
Maintain trackers, templates, and tools that support consistent HR processes
Monitor progress against plans and proactively update tracking tools
General HR Administrative Support Provide a broad range of administrative support to the CHRO and HR leadership team, including calendar management, expense reports, invoices, correspondence, and travel coordination
Create and edit presentations, documents, and reports for HR leadership as requested
In collaboration with OCM, plan and coordinate HR-related events such as offsites, department meetings, and cross-functional workshops, including preparing materials, capturing outputs, and facilitating follow-ups
Assist with onboarding, offboarding, and internal HR processes as needed
Other duties and special projects as assigned

Benefits

Generous paid PTO, plus 10 paid holidays and CII is closed between Christmas and New Year
Excellent medical, dental, and vision insurance for eligible employees and qualified dependents
403b Retirement Plan with employer contribution for eligible employees
Up to $4,500 in tuition reimbursement per calendar year
Eligible for the Public Service Loan Forgiveness program
Flexible Spending Account (FSA) & Health Savings Account (HSA)
Employer paid Life and AD&D Insurance
Voluntary Supplemental Insurance
Opportunity for growth & advancement
Professional development & continued training
Team building & bonding through company sponsored events & activities