Executive Assistant, People Operations

The Executive Assistant, People Operations provides executive support to the Executive Vice President, People Operations (EVP), as well as support to projects and individuals throughout the business unit. CSBS will count on impeccable organization from this individual to manage a diverse flow of work, to anticipate the needs of leadership, and to communicate well with stakeholders. This critical position will manage the EVP's travel, schedule meetings with internal and external parties, draft and proofread correspondence, process expense reimbursements, and other administrative duties as required. This individual should feel comfortable working under pressure at times while proactively managing multiple responsibilities.

Essential Functions

To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Other duties may be assigned to meet business needs.

• Assist the EVP with communications to Board members, staff, and others.
• Research, prioritize, and follow-up on incoming requests and concerns addressed to the EVP, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response.
• Provide a bridge for smooth communication between the EVP and internal business units/teams; demonstrating leadership to maintain credibility, trust, and support with senior leadership.

• Manage assigned tasks and special projects independently, with minimal supervision ensuring that work is completed accurately, completely, and with superior quality by agreed upon deadlines.

• Provide administrative support including typing, filing, triaging incoming calls, calendar support, drafting and formatting letters and documents, processing routine correspondence, and data entry.
• Process expense reports in Concur and invoices in Tipalti.
• Administer People Operations contracts in contract management system (CMS) and employee development resources (ASAE, IMS, AMA, LinkedIn Learning, Prosci, Gartner).

• Coordinate and schedule all aspects of meetings, conferences, teleconferences, and travel such as creating agendas, writing minutes, creating presentations, and managing AV needs. To include but not limited to the following:

• • People Operations Leadership Team (POLT) meeting coordination.
  • People Operations Huddle meeting coordination.
  • People Operations retreat coordination.
  • Support for People Operations enterprise-wide meetings.

• Update the People Operations budget and coordinate regular budget meetings.
• Maintain CSBS organizational charts.
• Maintain People Operations SharePoint sites as well as provide historical reference by developing and utilizing filing and retrieval systems.

• Prepare and present reports and/or presentations by collecting and analyzing information. To include but not limited to the following:
• Quarterly remote work status reports to the Executive Leadership Team (ELT).
• Monthly benefit allocation reports.
• Training initiative reports.
• Onboarding initiative reports.
• Maintain up to date email and phone number information in Dayforce (Human Resources Information System). Prepare regular reports to IT for the business continuity plan.
• Coordinate the onboarding of new People Operations team members. Assist with other new hire's onboarding process, including but not limited to:
• Facilitate and deliver a virtual welcome greeting card from the respective BU.
• Coordinate delivery of CSBS welcome package and post-onboarding rewards.
• Add new hires to enterprise-wide calendar invites such as CSBS holidays, All-Staff meetings, etc.
• Create new hires' iMIS profile.
• Assist with policy records management to ensure timely and regular review of policies and procedures by appropriate PO staff.
• Facilitate a positive and collaborative working relationship with other administrative staff throughout CSBS.
• Maintain confidence and protect operations by keeping information confidential.
• Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks and participating in professional societies.
• Anticipate challenges and needs and plan accordingly.

Additional Responsibilities

• Generate reports, PowerPoint presentations, excel data, survey results, and other administrative duties as needed.

• Conduct candidate reference checks.
• Provide backup administration for the wellness benefit and parking reimbursement processes.
• Support payroll data entry as needed.
• Assist with the CSBS offboarding process.
• Assist in preparing, formatting, compiling, and printing of CSBS Board Meeting materials.
• Support special projects within the business unit as assigned.
• Provide reception desk coverage on an as needed basis.

Minimum Qualifications

To perform this job successfully, an individual should possess the knowledge, skills, and abilities listed and meet the amount of education, training and/or work experience required.

Education and Experience

• Associate or bachelor's degree or equivalent strongly preferred.
• Minimum of 5 years of administrative support, preferably supporting C-level executives.
• Strong writing, editing, and proofreading experience in a business environment with attention to detail to ensure that external communications are issued accurately.

• Proven ability to be a self-starter and someone who is internally driven and shows initiative.
• Proficient in Microsoft Office suite; experience with Adobe Acrobat Pro DC and Office 365 a plus.
• Experience with iMIS (or other relational databases) and Informz (or other group messaging/emailing software) a plus.

Knowledge, Skills and Abilities

• Discretion, tact, judgment, and poise. Must have the ability to work under general instructions on a wide variety of projects and exhibit to a high degree an ability to work well with other staff, members, and other individuals and organizations. Works well on teams and in a matrixed organizational structure.
• Confident and pleasant. Know what you need from others, be clear about what others can expect from you. Able to work with others to keep things running on time.
• Manages the details and understands the big picture. Go beyond knowing what needs to be done, but also understand why it needs to be done. Ability to spot anything from an error on a document to discrepancies in scheduling. Strong attention to detail skills.
• Great communicator. Have excellent oral and written communication.
• Organized. Proactively manage both consistent/recurring timelines and deadlines, as well as manage a regular flow of items that can be both urgent and important, but not necessarily in sync with other deadlines and responsibilities.
• Analytical. Highly organized and thoughtful in approach, analytical with the ability to make good decisions.

• Deliverance of work products. Manages and executes complex projects, milestones, and deliverables.

Requirements

• Due to the nature of CSBS's business in support of state financial services supervision, all CSBS employees have the potential of interacting with confidential information related to the supervision of financial services companies ("Confidential Supervisory Information"). As a result, in addition to general business conflicts of interest, all CSBS employees are expected to disclose conflicts of interest in financial services companies on at least an annual basis and to proactively avoid such conflicts.
• Protect the confidentiality, integrity, and availability of CSBS information and information systems in accordance with CSBS policies and procedures.

Values Instilled Behaviors for Excellence (VIBEs)

Member/ Customer Service

• Capability to build and value relationships.
• Ability to prioritize work.
• Advocate and advance member's goals.

Teamwork

• Ability to give credit to others.
• Have a "pitch in" attitude.
• Learn from successes and setbacks.

Respect/Trust

• Listen and learn from others.
• Speak the truth even when uncomfortable.
• Ability to honor the expertise of others.

Collaboration

• Recognizes the contributions of others.
• Ability to consult and communicate effectively.
• Desires to make others successful.

Ownership/Engagement

• Ability to persevere through adversity.
• Willingness to experiment and take risks.
• Plan ahead and is a forward-thinking individual.

Core Leadership Competencies

Achievement Oriented Thinking

• Is a solutions-oriented thinker.
• Has good time management skills.
• Manages expectations of what is achievable.

Change Management

• Actively engage and participate during change.
• Asks questions and takes ownership to understand why the change is happening and the risk of not changing actively.
• Adopts the new habits, monitors own performance, and checks self against the objectives and seeks help when they don't match.
• Identifies and communicates obstacles and resistance.

Emotional Intelligence

• Manages own emotions productively to stay in role.
• Handles emotionally charged situations productively and with empathy.
• Asks for and openly accepts feedback; looks for opportunities to grow.
• Conducts conversations courageously - hitting difficult issues head-on with an eye on maintaining relationships.

Working Conditions

• General office.
• Some travel may be required.
• Some remote work flexibility available.