In PersonOn-site role; occasional evenings and other non-traditional hours may be required for board and agency business.
Administrative & Executive AssistanceExecutive Support
About the job
Requirements
An associate's degree is required; a bachelor's degree in Human Resources, Business Administration, Public Administration, or a related field is preferred. An equivalent combination of education and experience may be considered.
At least 1 year of payroll administration experience is required.
Three to five years of experience in executive administrative support, human resources administration, or a closely related field is required.
Strong analytical and problem-solving skills are required.
Written and oral communication, delegation, leadership, management, time management, multitasking, and interpersonal skills are required.
Proficiency with Microsoft Office products and HRIS is required.
Ability to maintain strict confidentiality and demonstrate executive-level professionalism and discretion is required.
Availability to work occasional evenings and other non-traditional hours to support board and committee meetings and other agency business is required.
A current Connecticut driver's license, required current Connecticut insurance, and personal transportation are required.
Must obtain notary status within three months of hire.
Responsibilities
Provide administrative support to the President and CEO, including calendar management, meeting coordination, and correspondence.
Coordinate Board of Directors and committee meetings, including scheduling, preparing agendas and meeting materials, distributing board packets, recording minutes, and maintaining official board records.
Serve as liaison among the President and CEO, senior leadership, Board members, and external stakeholders.
Draft, edit, format, and proofread executive correspondence, presentations, reports, Board materials, and other confidential communications.
Maintain confidential executive, personnel, Board, and organizational records in accordance with applicable record-retention requirements.
Maintain office supply inventories and coordinate procurement and servicing of office equipment.
Recruit, screen, and refer applicants to hiring managers.
Process reference and background checks for new employees and coordinate fingerprinting.
Coordinate and facilitate onboarding for newly hired employees and rehires, and complete offer letters.
Process and reconcile biweekly payroll using the current HRIS/payroll system.
Maintain the HRIS database, ensuring employee records, payroll data, organizational structures, and personnel actions are timely, accurate, and complete.
Generate reports for NOI departments as requested.
Conduct new-hire orientation with the HR Generalist.
Process departmental invoices, purchase requests, and other administrative transactions accurately and promptly.
Provide administrative support to the Human Resources Department as needed.
May assist the HR Generalist with routine correspondence, HR announcements, offer letters, workers' compensation, leave requests, and benefits.
Assist the HR Director with research projects and special assignments.
Perform other related duties as assigned.
Desired Qualifications
Experience supporting executive leadership and Boards of Directors is preferred.
Description
Full-time, non-exempt position
$27.48 - $30.22 per hours, depending on experience; 35 hours per week
8:00am to 4:00pm, Monday thru Friday
Provides high-level executive administrative support to the President & CEO, ensuring efficient coordination of executive operations, confidential communications, and Board of Directors activities, including those conducted outside of normal business hours. Takes a lead role in the Human Resources Department related to processing bi-weekly payroll, maintaining HRIS records, facilitating employee onboarding, and ensuring the integrity of employee data and related administrative processes.
RESPONSIBILITIES:
Provide administrative support to the President & CEO, including calendar management, meeting coordination, and correspondence.
Coordinate Board of Directors and related Committee meetings, including scheduling, preparation of agendas and meeting materials, distribution of board packets, recording minutes, and maintaining official board records.
Serve as liaison between the President & CEO, senior leadership, Board members, and external stakeholders.
Draft, edit, format, and proofread executive correspondence, presentations, reports, Board materials, and other confidential communications.
Maintain highly confidential executive, personnel, Board, and organizational records in accordance with applicable record retention requirements.
Maintain office supply inventories and coordinate procurement and servicing of office equipment
Recruit, screen, and refer applicants to hiring managers.
Processes new employee reference checks, background checks, and coordinate fingerprinting process
Coordinate and facilitate the onboarding process for newly hired employees and rehires, and complete offer letters.
Process and reconcile bi-weekly payroll utilizing current HRIS/Payroll system.
Maintain the HRIS database, ensuring employee records, payroll data, organizational structures, and personnel actions are timely, accurate, and complete.
Generate reports for NOI departments as requested.
Conduct new hire orientation with HR Generalist
Process departmental invoices, purchase requests, and other administrative transactions accurately and timely.
Provide administrative support to the Human Resources Department as needed
May assist the HR Generalist with routine correspondence, HR announcements, offer letters, , workers’ compensation, leave requests, and benefits.
Assist the HR Director with research projects and special assignments.
Other related duties as assigned.
Requirements
Education
Associate's degree required; Bachelor's degree in Human Resources, Business Administration, Public Administration, or a related field preferred. Equivalent combination of education and experience may be considered.
Experience:
Minimum of 1 year payroll administration. 3 - 5 years of experience in executive administrative support, human resources administration, or a closely related field. Experience supporting executive leadership and Boards of Directors preferred.
Job Skills:
Analytical skills Problem-solving
Excellent written and oral communication Delegation
Leadership Management Skills
Time Management Ability to multi-task
Interpersonal Relations Microsoft Office products
Maintain strict confidentiality HRIS
Executive-level professionalism and discretion
Available to work occasional evenings and other non-traditional hours to support Board of Directors meetings, committee meetings, and other agency business.
Licenses /Certifications:
Current CT Driver’s License / current CT required insurance / own transportation.
Notary (must have within 3 months of date of hire)
Benefits Include:
Health Insurance
Dental Insurance
Vision Insurance
Life Insurance
401(k) with matching contributions
Vacation Time
Personal Time
Sick Time
Holiday Pay
New Opportunities' mission is to improve the quality of life for economically disadvantaged individuals by providing the necessary resources to increase their standard of living, foster self-improvement, and maximize self-empowerment.
New Opportunities Inc. is the community action agency that serves Waterbury, Meriden, Torrington and 22 surrounding Connecticut towns. We offer a variety of social service programs designed to eliminate poverty and assist people in need.
Headquartered in Waterbury and the cities fourth largest employer, New Opportunities has additional offices in Meriden, Torrington, Danbury and Thomaston for the convenience of those they serve. Annually, more than 61,000 individuals benefit from programs offered at this agency, guided by the New Opportunities staff who helped them find the way to meet their needs.
In accordance with the mission of New Opportunities, the Agency aims to increase the self-sufficiency of its customers and support their move out of poverty toward a more middle-class lifestyle.
In 1964, the Agency incorporated as a private non-profit corporation in the State of Connecticut and is a tax-exempt 501 (c) (3) organization. With an annual budget for 2014 in excess of $41 million dollars, New Opportunities administers more than 50 social service programs targeted to the low-income, elderly and disabled communities.
While the range of programs is broad, they fall into one or more of the following categories: