Executive Assistant/HR Generalist

Location

San Rafael, CA | United States

Job description

GENERAL OVERVIEW

The Executive Assistant / HR Generalist supports the Executive Director and

coordinates the HR Function. The Executive Assistant (EA) is responsible for

providing high-level administrative assistance to the Executive Director to

allow them to focus their highest contribution to developing vision, strategy

and staff development. The HR Generalist assists the accounting department as

outlined in the primary responsibilities.

The Executive Assistant/HR Generalist is a full time position requiring direct

collaboration with the Executive Director and the Accounting Department. The

ideal candidate must be able to think intuitively, take action and clarify

direction, as well as be able to function in a multi-task environment with

interruption at times. Expert level written and verbal skills, strong attention

to detail but also ability to make decisions and move forward. A high level of

confidentiality and professionalism are crucial to this position. This involves

expert knowledge in administrative practices and using good judgment on all

matters of a highly confidential nature. 

This role is integral to maintaining a positive, strong, and supportive office environment.

PRIMARY RESPONSIBILITIES

Support Human Resources

• Payroll: Backup Bi-weekly payroll processing
• Benefits: Research best plans/pricing and compile annual benefits package and oversee enrollment/changes.
• Staff Handbook: Review to keep updated (every 6 months)On boarding/Off boarding:
• Ensure new employees are cared for and supported with a consistent, comprehensive, thoughtful on boarding process and assist in employee separating from employment
• HR Files and Compliance: Maintain accurate files and required legal postings; keep Alcohol Justice up-to-date on Federal and State compliance regulations

Administration:

• Heavy calendar management for Executive Director: scheduling/rescheduling appointments with internal and external executives and assistants,
• speaking engagements, conferences, Board meetings, travel (national and international)
• Meeting logistics: Prepare and manage all Board meeting packets, document staff meeting minutes, prepare for meetings and events as requested
• Manage phone calls and correspondence
• Maintain relationships both internally and externally, technically strong in MS Office (Excel, Power Point, Word, Outlook, etc). Mail collection and distribution as it relates to internal controls – Opening bills/invoices and coding per organizational policies and procedures.
• Coordinate facility use, maintenance and repair
• Train staff on office procedures, applications, and equipment
• Coordinate tenant needs and requests
• Coordinate staff office needs
• Coordinate conference room, library and guest groups and tenants
• Participate in office systems development and implementation
• Organize and maintain central files
• Order and maintain supplies
• Oversee office equipment maintenance
• Maintain vendor relationships and contracts

Accountability:

Must be self-directed, detail orientated and possess good problem solving and

multitasking skills with the ability to follow through and get results. Will be

responsible for the integrity of maintaining professional relationships and

image organization and its management.

Alcohol Justice, the industry watchdog, promotes evidence-based public health policies and organizes campaigns with diverse communities and youth against alcohol and other drug industries’ harmful practices.

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Salary