Description

HUMAN RESOURCES 
EXECUTIVE ASSISTANT 

NATURE OF WORK:    Under the direction of the Manager of Human Resources, this position involves work of a highly confidential nature and requires considerable initiative, accuracy, and judgment. The Human Resources Executive Assistant shall relieve the Manager of Human Resources of day-to-day administrative tasks and provide administrative support as required to all members of the Department.

This job description reflects the general details considered necessary to describe the principal functions of the job identified and shall not be construed as a detailed description of all the work requirements that may be inherent in such classification.

The confidentiality of City affairs shall be respected and practiced at all times.

ORGANIZATIONAL RELATIONSHIPS:

• Reports to the Manager of Human Resources.
• Works closely with all members of the Human Resources Department.
• Develops and maintains positive working relations with council members, managers, and staff of all departments, as well as bargaining unit representatives to obtain information, assist with Human Resources functions, and coordinate meetings on behalf of the Human Resources Department.
• Interacts pleasantly with all current and former employees, responding to questions relating to payroll or benefits issues, and redirects, as necessary.
• Interacts with various external government agencies, consultants, associated professional groups, staff, and members of Council in coordinating information and/or meetings for the Manager of Human Resources.
• Deals with the public with integrity and in a professional and courteous manner.
• As a committed member of the City of Charlottetown Team, the Human Resources Executive Assistant is required to act as a positive role model for all employees throughout the organization. 

PRIMARY FUNCTIONS AND ACCOUNTABILITIES:

• Performs administrative duties such as typing, data entry, arranging meetings, creating meeting packages/agendas, presentations, reports, recording meeting minutes, and handling or directing internal and external correspondence while upholding the highly confidential requirements of the Human Resources Department.
• Drafts information reports and other correspondence as requested by the Manager of Human Resources and the related Standing Committee of Council.
• Co-ordinates incoming and outgoing correspondence for the Human Resources Department. 
• Designs and maintains computerized databases to track correspondence, grievances, and other HR related issues and/or processes.
• Maintains a bring-forward system to ensure grievances responses are sent within respective timelines as per the respective collective agreement. 
• Drafts grievance responses for Manager of Human Resources final review and approval. 
• Arranges travel and conference registration for the Manager of Human Resources and other Human Resources staff, as required. 
• Maintains the calendar and schedule for the Manager of Human Resources and schedules meetings for Human Resources leadership and other Human Resources staff as required. 
• Maintains employee files and file updates, time, and attendance reporting, confidential materials, and legal documents. 
• Creates letters and documentation for employees and copies personnel files when managing employee issues in collaboration with the Manager of Human Resources and Senior Employee Relations Officer.
• Prepares, updates, and accesses confidential reports and information as required.
• Provides administrative support to manage departmental budget and expense reporting.
• Processes purchase requisitions and follows through with returns and receipts and provide administrative support to manage departmental budget and expense reporting.
• Assistants the Human Resources Services Officer with the coordination of activities for employee recognition including maintaining information, coordinating Employee Appreciation Day, Staff BBQ, and Service Awards. 
• Performs other related duties, responsibilities, and functions as assigned.

REQUIRED COMPETENCIES: 

• Advanced Microsoft Office skills, typing with advanced word processing features, and thorough knowledge of office equipment, procedures, databases, spreadsheets, and graphic programs.
• Advanced, verbal, and written communication skills and the ability to engage others.
• Exceptional interpersonal skills paired with the ability to form and maintain strong relationships with Council, management, staff, union representatives, other government employees and the general public.
• Ability to work with detailed processes including entering data in HRIS and payroll systems.
• Exceptional organizational and time management skills to meet frequent and aggressive deadlines.
• Excellent judgment and the ability to handle highly sensitive and confidential data and situations with tact, professionalism, and discretion.
• Excellent analytical and research skills paired with the ability to create and alter detailed reports as required.
• Ability to grasp concepts, methodologies, and approaches quickly and is able to develop and implement them effectively.
• Ability to work overtime on occasion to accommodate evening meetings and events. 

Requirements

REQUIRED QUALIFICATIONS:

• A recognized 2–3-year degree or diploma in Human Resources, Administration, or a related field.
• Minimum four (4) years of administrative experience, preferably in Human Resources or another position requiring an extremely high level of confidentiality.
• Experience in Human Resources and/or familiarity with collective agreement administration would be an asset. 
• Experience with benefits administration and event coordination would be an asset.
• An equivalent combination of education and experience may be considered.