Senior Department Administrative Assistant

General Job Description:

Reporting to the Vice President, Human Resources, the Senior Administrative Assistant, Human Resources provides comprehensive, high-level administrative, operational, and project coordination support to the HR leadership team. This role serves as a strategic partner in supporting the day-to-day operations of the Human Resources function, helping drive organizational efficiency, coordination, communication, and execution across multiple HR disciplines including HR Operations, HR Business Partners, Benefits & Total Rewards, and Talent Acquisition. The Executive Assistant must exercise exceptional judgment, professionalism, adaptability, and discretion while managing highly confidential employee, organizational, legal, and business information in a fast-paced and evolving environment.

Essential Duties & Responsibilities

• Manages and optimizes the Vice President, Human Resources’ calendar, prioritizing competing business demands and ensuring alignment with organizational priorities.
• Coordinates and schedules meetings, leadership discussions, employee meetings, interviews, trainings, and organizational initiatives.
• Assists with drafting, formatting, proofreading, and coordinating executive communications, presentations, leadership updates, organizational announcements, and HR-related materials.
• Independently creates, designs, and develops high-level PowerPoint presentations from scratch for executive leadership meetings, board meetings, quarterly business reviews, and other strategic discussions. Ensures presentations are polished, visually engaging, accurate, and ready for delivery.
• Supports coordination and communication across the HR leadership team to ensure alignment, consistency, and operational effectiveness across all HR functions.
• Assists in coordinating cross-functional Human Resources initiatives, ensuring follow-up, accountability, and progress tracking across departments and leadership teams.
• Helps manage project timelines, meeting follow-ups, executive action items, and deliverables tied to strategic HR initiatives and organizational priorities.
• Tracks key deliverables, deadlines, compliance-related activities, investigations, organizational initiatives, and follow-up items across the HR function.
• Maintains strict confidentiality related to employee relations matters, investigations, legal matters, compensation information, organizational changes, executive discussions, and sensitive business matters.
• Provides administrative and coordination support related to sensitive employee relations matters, investigations, legal requests, and organizational changes while maintaining professionalism and discretion.
• Assists with preparation and coordination of executive leadership materials, board-related HR updates, organizational reporting, quarterly metrics, and confidential presentations.
• Creates, maintains, and analyzes complex Excel reports, spreadsheets, dashboards, and data to support HR reporting, workforce metrics, organizational planning, and executive decision-making.
• Develops and maintains Smartsheet project trackers, dashboards, reports, and workflows to monitor strategic HR initiatives, project milestones, deadlines, and leadership deliverables.
• Leverages AI tools and emerging technologies to improve administrative efficiency, streamline workflows, support research and data analysis, develop presentations, and identify opportunities for process improvement.
• Supports organizational change initiatives, department restructuring efforts, leadership transitions, process improvement activities, and strategic HR projects.
• Assists with coordination of manager trainings, HR leadership meetings, employee programs, compliance initiatives, and department communications.
• Coordinates onboarding logistics for HR new hires including workspace setup, equipment requests, organizational access, and scheduling.
• Serves as a liaison between Human Resources and internal departments including Payroll, Legal, Operations, IT, Finance, and Executive Leadership.
• Supports document management and organization of sensitive HR files, policies, procedures, confidential records, and executive documentation.
• Coordinates travel arrangements, meeting logistics, conference registrations, catering, and expense reporting for HR leadership.
• Helps support departmental process improvements, workflow coordination, and administrative efficiencies.
• Builds effective working relationships across all levels of the organization while maintaining professionalism, diplomacy, and discretion.
• May occasionally support urgent or after-hours business matters due to the nature of executive Human Resources operations.
• Performs additional executive administrative and operational support duties as assigned.

Position Requirements (Skills, Work Experience, Education, Certifications, Licenses, etc.):

• Bachelor’s degree or equivalent work experience required.
• 5+ years of executive support experience required; experience supporting Human Resources or executive leadership strongly preferred.
• Ability to maintain the highest level of confidentiality and professionalism when handling sensitive employee and business matters.
• Strong organizational, prioritization, and project coordination skills with the ability to manage multiple competing priorities simultaneously.
• Expert-level PowerPoint skills, with the ability to independently create executive-level presentations from scratch, including board meeting presentations, leadership updates, and high-level business reviews.
• Expert-level Excel skills, including advanced formulas, data analysis, reporting, and the ability to organize and present complex data.
• Advanced to expert-level Smartsheet skills, including building and managing project trackers, dashboards, reports, and workflows.
• Demonstrated experience working with AI tools and technologies to improve productivity, streamline processes, support research and analysis, and enhance the development of executive materials.
• Strong proficiency in Microsoft Office applications, including PowerPoint, Excel, and Word.
• Strong proficiency with Google Workspace applications, including Gmail, Google Docs, Sheets, and Drive.
• Strong written and verbal communication skills with the ability to interact effectively with employees, managers, executives, and external partners.
• Ability to exercise sound judgment, professionalism, discretion, and independent decision-making.
• Strong attention to detail, follow-through, and ability to anticipate business needs proactively.
• Demonstrated ability to work effectively in a fast-paced, high-volume environment.
• Strong interpersonal skills with the ability to build collaborative relationships across all levels of the organization.
• Ability to adapt to changing priorities and support organizational transformation initiatives.
• Elevated level of ethics and commitment to ACCO Engineered Systems mission, vision, and core values.

ACCO Competencies:

• Proactivity/Initiative: Recognizes what needs to be done and accomplishes it with minimal supervision.
• Perseverance: Demonstrates resilience and follow-through despite challenges and changing priorities.
• Insight: Ability to gather information and support thoughtful decision-making and organizational effectiveness.
• Engagement: Builds strong working relationships and communicates effectively across all organizational levels.
• Teamwork: Collaborates effectively while supporting shared departmental and organizational goals.
• Big Picture: Understands organizational priorities and supports strategic Human Resources initiatives.
• Motivation/Dedication: Demonstrates accountability, professionalism, and commitment to excellence.
• Technical Curiosity/Willingness to Learn: Open to learning new systems, processes, and business operations.
• Problem-Solver: Identifies opportunities for process improvement and helps support operational efficiencies.

Physical Requirements:

(The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

• The employee may regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 30 pounds.
• Specific vision abilities required by this job include close vision and distance vision.
• While performing the duties of this job, the employee is regularly required to stand; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
• The employee is regularly required to walk and sit; climb or balance; and stoop, kneel, crouch, or crawl (for purposes of filling photocopier/printers).
• The employee is occasionally required to reach above shoulder height to access storage cabinets and mail cubicles.

Hours:

This is a non-exempt position. Workdays are scheduled from Monday through Friday. Typically, work hours begin and end between 7:00 am and 5:00 pm as scheduled with the position's supervisor, with a minimum thirty-minute and maximum one-hour break for lunch, and two rest breaks. Occasional overtime may be necessary per business needs.

Travel:

0 - 15% of the time to and from the primary office to other ACCO offices or facilities.

Competitive Wages: 

$33.31 – $43.10 per hour. Applicants please note that actual compensation is determined by several factors that are unique to each candidate, including but not limited to job-related skills, depth of experience, certifications, relevant education or training, and specific work location, among others. The offered wage or salary is only one aspect of an employee's total compensation.

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