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Executive Assistant Human Resources - 40 hr/wk, Mon - Fri, 8:00 am - 4:30 pm

Lincoln, Nebraska
Job Type
21 Sep 2022
Job Title: Executive Assistant â Human Resources
Job Location: Lincoln
Immediate Supervisor: Vice President & Chief Human Resources Officer
Status: Non-exempt Immediate Supervisor: Director of Benefits

Responsible for assisting Vice President & Chief Human Resources Officer (CHRO) in diverse duties related to management, operations, administrative functions and/or customers. Duties include word processing, typing, filing, recording comprehensive minutes at meetings, record keeping and overall responsibility for organization of services provided. Deals with highly confidential material on a routine basis. Independently proceeds with job duties and project work assigned. Provides assistance and support to the Human Resources System. Must be competent in knowing, understanding, and articulating Human Resources System policies and procedures. Supports all Human Resources functions including: employee relations, recruitment, benefits, payroll, and all other Human Resources system processes and activities as assigned. Assists front desk staff with receiving incoming telephone calls, greeting applicants and employees and assessing and assisting all customers with their needs or makes appropriate referral(s) as needed. Prepares quarterly system reports and variety of correspondence maintaining adequate and accurate records. Coordinates meetings, equipment, and room reservations. Must be adept at technology set-up and management for meetings. Maintains a high level of organization and flexibility, able to handle demanding situations and multiple priorities and assignments required in a friendly and efficient manner. Requires ability to independently forecast and initiate scheduling and support needs. Excellent verbal and written communication and technological skills required. Must maintain a high level of integrity and confidentiality of all records, employee information, data, and facility practices and procedures and of assignments from supervisor at all times. Work will be performed in an ethical and legal manner following organizational policies, processes, protocols and procedures. Responsible for delivery of quality service including internal/external customer satisfaction by upholding Madonna's mission and core values.


  1. Maintain schedules and appointments for the Vice President & CHRO to ensure efficient utilization of time.
  2. Ensure the Vice President & CHRO is prepared for all meetings by providing meeting documents beforehand.
  3. Types reports, letters, memos, projects, etc., in accurate format and in a timely manner.
  4. Schedule meetings as necessary as indicated supervisor including distribution of meeting agenda notices including any necessary informational materials required by the meeting participants.
  5. Plan, organize and arrange room reservation and set-up for departmental, committee, management, administrative, and other necessary meetings, including meals and/or refreshments.
  6. Record and compose meeting minutes concisely on personal computer in a timely manner.
  7. Keep supervisor informed daily of new and important information, especially information and updates in particular those which may have an impact on the Human Resources System or facility.
  8. Assists with or works independently on special projects by investigating, collecting, compiling, and maintaining necessary documents and information.
  9. Accurately prepare documents including but not limited to the Admin quarterly reports and other statistics and reports or visual presentations.
  1. Responsible for updating and maintaining the reporting and record maintenance on updates to the Employee Handbook and Human Resources System and department policies and procedures.
  2. Coordinate survey documentation for submission to surveyors in coordination with Vice President & CHRO.
  3. Maintain confidentiality of information and documents at all times.
  4. Arrange for attendance to internal and external workshops/seminars/conferences by completing registration and travel arrangements (airline reservations, lodging, other transportation, etc.) as needed.
  5. Composes, edits, and maintains documented departmental procedures to provide consistent performance of tasks and cross training of co-workers.
  6. Assists as backup with collection of all documents necessary to complete a new hire personnel file. Generates welcome confirmation letter for each new hire. Follows up with appropriate individual to ensure receipt of all items. Ensure employees provide appropriate documentation reflecting authorization to work in U.S. (I-9 and E-Verify processes).

  1. Assists with serving as liaison and communications for Human Resources in a friendly and professional manner. Screens and handles calls, assists customers and co-workers in a friendly manner. Direct calls to appropriate person/department. Make internal and external calls as necessary. Greet and receive others who arrive in the area with courtesy and respect.
  2. Works with interruptions and rearrange priorities without adverse reaction.
  3. Assists leadership and HR System with special projects as assigned by supervisor.
  4. Assists in the orientation and training of new Human Resources system staff to provide support and knowledge of system policies and procedures. Instruct others on the appropriate procedure and processes to ensure quality outcomes.
  5. Assists as backup with taking pictures and producing name badges for employees.
  6. Assists with back-up to the front desk when needed.
  7. Follows instruction from supervisor to perform other functions as assigned in order to achieve Madonna and department, system or facility goals.
  8. Adheres to confidentiality expectations of supervisor and department within Human Resources and within the facility demonstrating highest integrity at all times.

High school equivalency with minimum of two years post-high school education and three years relevant work experience and responsibilities, two years of which must be directly in Human Resources or a relevant and similar position required. Additional applicable work experience (as determined by Madonna) may be considered in lieu of formal post-high school education. Experience in an organization with high volume activity preferred. Must have demonstrated self-motivation, initiative and critical thinking/problem solving skills. Must have experience and excellent, demonstrated working knowledge of computer software, preferably Microsoft Office Products (i.e., Word, Excel, Power Point, etc.), office machines, video conferencing applications (i.e. Zoom, etc.) and ability to design and edit graphic presentation material.

Must be able to work in fast paced demanding situations with great flexibility to handle multiple priorities without adverse reaction and be able to interact in a positive and friendly manner with staff and public, either in person or by telephone. Must demonstrate integrity and adherence to facility and departmental confidentiality at all times within the Human Resources department and external to the department. Must have current valid driver's license and must submit a copy of current driver's abstract reflecting a good driving record.

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  • Job Reference: 717278612-2
  • Date Posted: 21 September 2022
  • Recruiter: Madonna Rehabilitation Hospital
  • Location: Lincoln, Nebraska
  • Salary: On Application
  • Sector: HR / Recruitment
  • Job Type: Permanent