Executive Assistant Sr Vice President/Chief HR Officer

Overview

  • Supporting the Senior Vice President, Chief Human Resources Officer and direct reports, and direct supervision from the Director of Administration. Works independently performing a wide range of complex and confidential work. These tasks may include support to Total Rewards, DE&I, HR Operations, Talent & Culture Development, Talent Acquisition and ESH. The Executive Assistant must be invested in making sure she/he understands what is most important to the SVP, Chief Human Resources Officer. The key to success is grounded in the relationship that is established between the executive and assistant. The payoff is that the relationship is solidified, trust is established, what needs to be learned has been identified, and resources have been put into place to ensure that the knowledge is acquired and applied.

Responsibilities

  • PERFORMANCE PRIORITIES:
  • Responsible for working as a contributing member of the SVP, Chief Human Resources Officers office and team within the operating framework necessary to successfully implement the directives. Coordinate activities as directed. Anticipate needs to ensure that all required information is at hand. Key competencies: Anticipate. Articulate concisely. Meet deadlines.
  • Provide extensive administrative support, including the management and coordination of projects, with detailed accuracy, acute sensitivity for the importance of time urgency, exceptional anticipation skills and an enviable personal touch. Demonstrate consistent follow-up to ensure task completion. Consistently operate with a sense of urgency while not losing sight of the details. Key competency: Precise techniques.
  • The challenge to develop a relationship that enables EA to respond to the SVP, Chief Human Resources Officers' needs and to work as a member of both the HR team and the Vectrus Administrative team, jointly discerning common objectives and resolving issues. The pace of activities and the work itself will be highly challenging. Key competency: Relationship management.
  • Monitor trends in business, technology, office administration and business systems; recommend appropriate changes. Key competency: Manage through complexity.
  • COMMUNICATIONS MANAGEMENT:
  • Ease decision-making. Serve as liaison, as directed, for matters of importance on behalf of the SVP, Chief Human Resources Officer. Key competency: Sense of timing.
  • Aid Integration: Ensure that projects and policies get completed in a timely manner. Key competency: Planning and organizing.
  • Coordinate events, activities, and functions. Key competency: Social intuition.
  • TIME ALLOCATION:
  • Apply skills in current technology, to ensure well-managed workflow. Skillfully orchestrate troubleshooting activities, and follow-up of all details, to respond to the unexpected.
  • In partnership with the HR team and the Vectrus Administrative team, elevate efficiency and effectiveness of existing administrative processes.
  • Track, facilitate and resolve issues associated with the SVP, Chief Human Resources Officers' calendar and priorities.
  • ADMINISTRATIVE SKILLS - DAY-TO-DAY DUTIES AND RESPONSIBILITIES
  • Performs high level administrative support for the SVP, Chief Human Resources Officer, and the HR staff, relieving them of routine administrative duties.
  • Creates calendar notice reminders for assignments and deadlines for SVP, Chief Human Resources Officer. Sends reminders to direct reports for weekly reports. Responsible for compiling the updates and submitting the reports by the deadlines assigned.
  • Conducts limited Internet research, as directed. Pays annual professional certification and training invoices using department Purchase-Card (P-Card), as required.
  • Processes invoices as directed from all HR departments.
  • Process Employee Tuition Reimbursements as directed by the Executive Director, Total Rewards.
  • Answers the telephone, receives, and directs callers, receives, and distributes written correspondence. Receives incoming mail for SVP, Chief Human Resources Officer making note of actions or follow up needed ensuring any deadlines are met. Responsible for forwarding communication notices and general information to entire HR staff, including new procedure announcements and organizational notices. • Arranges extensive travel coordination, domestic and international, providing precise details of travel and agendas. Proactive in all travel logistics and resolution of conflicts. Currently travel coordinated through CWT and CONCUR. (Subject to change)
  • Maintain and update Human Resources Organizational Charts verifying accuracy, formatting, and reporting structure. Coordinate with HR direct reports prior to sending for review with SVP Chief Human Resources Officer. Post to the Vectrus intranet site.
  • Successfully manage independent projects to fruition on an as-needed basis.
  • Work quickly and efficiently; remain flexible to shifting of priorities.
  • Maintains SVP Chief Human Resources Officer calendar, scheduling appointments and sending calendar notices for meetings, entry of all travel details. Emails notices of re-delegation of signature authority for executives to ensure coverage while out of office.
  • Requests and forwards Visitor Access Information forms to the Security Department and Front Desk for visitor access to our building maintaining the security at all times. Arranges access to Vectrus Systems Corporation locations for SVP Chief Human Resources Officer when visiting offsite projects.
  • Arranges meetings and conferences for the SVP Chief Human Resources Officer. Maintain conference call scheduling calendar, HR conference room calendar, and arranges catering when needed and assist in the preparation and collection of presentation materials and slides.
  • Serves as Purchase-Card (P-Card) holder and reconciles and allocates P-Card purchases in accordance with company policy. Requisitions office supplies and remembrance/get well orders and allocates charges to department charge codes.
  • Administrator for the HR Budgets. Creates and tracks purchase requisitions in IFS to enable accurate forecasting on a monthly basis.
  • Serves in an HR Administrator role by supporting Total Rewards, DE&I, HR Operations, Talent & Culture Development, Talent Acquisition and ESH departments, as required.
  • Organizes various HR functions.
  • Manages Bring Your Own Device (BYOD) program for HR Department.
  • Work with the Director of Administration and Vectrus Administrative Team on community awareness/initiatives as required.
  • May be required to work overtime hours, as directed, and approved by the Director of Administration. Process of entry of Time Off Request in UltiPro, Timesheet entry, email and enter onto the Director of Administration's calendar.
  • DETAILED MANAGEMENT/COORDINATION:
  • Ensure Accuracy in critical details:
  • Correspondence.
  • Travel arrangements.
  • Deadlines.
  • Meetings, agenda times, participants' confirmation, presentations.
  • Calendar coordination and cross-checking of facts.

Qualifications

  • Education and Experience: One year related experience may be substituted for one year of education, if degree is required.
    • High School/GED. Bachelor's degree in Human Resources preferred.
    • Minimum five to eight years' experience supporting a C-Level Executive.
  • Skills:
    • Impressive style, manner, communication, and collaboration skills to represent the SVP, Chief Human Resources Officers' office.
    • Experience in managing large or complex projects; comfort with ambiguity.
    • Vested in the interest in the integrity of the job.
    • Essential traits: decisiveness, listening, sensitivity, credibility, sense of urgency, professional with a sense of humor.
    • Ability to organize, coordinate, follow-up and manage complex details.
    • Creative in managing priorities, handling more than one task at a time, exercising distraction control with judgment and common sense.
    • Knowledgeable in Microsoft 365 applications, Teams and Adobe technology; able to successfully operate laptop, copier, and standard office equipment. Ability to type 60wpm.
    • Planning and organizing skills, with the ability to anticipate change, adjust responses accordingly.
    • Excellent time/project-management expertise.
    • Global vision. Culturally sensitive. Ability to work with diverse cultures and teams, teamwork.
    • Excellent writing, editing and verbal communication skills.
    • Attention to detail in all aspect of the role; high-quality standards.
  • The Profile:
    • Smart.
    • Knows "who's who".
    • Well read.
    • Strong presence and style; refined, poised under pressure; unflappable; evident enthusiasm; highly organized.
    • Exercises initiative.
    • Superb coordination and time-management expertise, with the interpersonal talent to instill confidence in others to meet agreed-upon assignments.
    • Flexible and forward-thinking.
    • Learn the business, adapt to the culture, and the people.
    • Extremely trustworthy with the ability to handle confidential matters and sensitive information or situations with discretion.
    • Highly credible, strategic, diplomatic, and proactive.
    • Has a 24/7 mindset with flexibility to be "on call", as needed.
  • Benefits
    • Medical, Dental, Vision, 401(k), Life, AD&D, Short Term Disability, Long Term Disability, and other ancillary plans.
  • Time off
    • Paid Time Off (PTO), Holidays, Bereavement, and Jury Duty.
  • Colorado Salary Range
    • $60,000 - 80,000


We are committed to an inclusive and diverse workplace that values and supports the contributions of each individual. This commitment along with our common Vision and Values of Integrity, Respect, and Responsibility, allows us to leverage differences, encourage innovation and expand our success in the global marketplace. Vectrus is an Equal Opportunity /Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, protected veteran status or status as an individual with a disability. EOE/Minority/Female/Disabled/Veteran.

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